21.1.7 Campus Support

Manual Transmittal

August 31, 2017

Purpose

(1) This transmits revised IRM 21.1.7, Accounts Management and Compliance Services Operations, Campus Support.

Material Changes

(1) Various editorial changes were made throughout this IRM and cross-references were added, removed or revised as appropriate.

(2) IPU 17U0064 issued 01-09-2017 updated IRM reference 10.4.1. to IRM reference 1.4.6 throughout.

(3) IPU 16U1520 issued 10-12-2016 updated route to ICT to scan to CIS throughout.

(4) IRM 21.1.7.1 updated the Stakeholders.

(5) IRM 21.1.7.1.1 added Background.

(6) IRM 21.1.7.1.2 updated link for Authorities.

(7) IRM 21.1.7.1.3 updated who is responsible for the policy in this IRM.

(8) IPU 17U0844 issued 05-12-2017 IRM 21.1.7.1 through IRM 21.1.7.1.6 added Internal Control.

(9) IRM 21.1.7.1.4 updated section to Program Management and Review.

(10) IRM 21.1.7.1.5 new section for Program Controls.

(11) IRM 21.1.7.1.6 added link to Acronyms.

(12) IRM 21.1.7.2 added Taxpayer Bill of Rights (TBOR) information.

(13) IPU 17U1019 issued 06-16-2017 IRM 21.1.7.5.3 Removed note.

(14) IPU 17U1005 issued 06-13-2017 IRM 21.1.7.5.3 Clarified routing of returns received with Form 3210.

(15) IPU 17U1005 issued 06-13-2017 IRM 21.1.7.5.4 Updated timeframe for CSCO undeliverable notices.

(16) IPU 16U1520 issued 10-12-2016 IRM 21.1.7.5.4 - added CAF Letter 2673C.

(17) IRM 21.1.7.5.6 added link to Processing Insolvency Payment via Paper Check Conversion (PCC) IRM.

(18) IPU 16U1520 issued 10-12-2016 IRM 21.1.7.6.1.2 - updated FOIA address.

(19) IPU 17U0436 issued 03-06-2017 IRM 21.1.7.6.5 - Added link to IRM 3.10.72.8.1.

(20) IPU 16U1520 issued 10-12-2016 IRM 21.1.7.6.6 - clarified routing of Form 3115.

(21) IPU 16U1520 issued 10-12-2016 IRM 21.1.7.6.8 - updated to scan to CIS.

(22) IPU 17U0844 issued 05-12-2017 IRM 21.1.7.9.10 Clarified checks receiving priority handling.

(23) IPU 17U0577 issued 03-28-2017 IRM 21.1.7.9.10 Updated instructions for when a remittance of $100 million or more is received.

(24) IPU 17U0436 issued 03-06-2017 IRM 21.1.7.9.10.3 - added information for analysis of payments.

(25) IPU 17U0577 issued 03-28-2017 IRM 21.1.7.9.19 Updated instructions for when a remittance of $100 million or more is received.

(26) IRM 21.1.7.9.19 added link to Cash Management Responsibilities.

(27) IPU 17U0577 issued 03-28-2017 IRM 21.1.7.9.25 Updated Address for Non IRS Return Refund Checks.

(28) IRM 21.1.7.10 updated OTCnet description.

(29) IRM 21.1.7.10.1 updated RS-PCC instructions.

(30) IRM 21.1.7.10.2 updated Checks that Cannot be Processed Through Paper Check Conversion (PCC).

(31) IPU 17U0844 issued 05-12-2017 IRM 21.1.7.15.1 Removed requirement to send e-mail to Files.

(32) IPU 17U0844 issued 05-12-2017 Exhibit 21.1.7-1 Corrected Atlanta Zip Code.

(33) IPU 16U1520 issued 10-12-2016 Exhibit 21.1.7-3 updated Fresno address.

(34) Exhibit 21.1.7-8 updated address for Form 8945/8946 and Form W-12.

(35) IPU 16U1520 issued 10-12-2016 Exhibit 21.1.7-15 updated routing of 131C Letter.

(36) IPU 17U0577 issued 03-28-2017 Exhibit 21.1.7-15 Updated Stop Number for Letter 4883.

(37) IPU 17U0436 issued 03-06-2017 Exhibit 21.1.7-16 Updated routing instructions for CP 522 and CP 80 and the Voluntary Disclosure contact.

(38) IPU 17U0064 issued 01-09-2017 Exhibit 21.1.7-16 Added CP 01E routing instructions.

(39) IPU 17U1037 issued 06-21-2017 Exhibit 21.1.7-16 Corrected Fresno’s Stop number.

(40) IPU 16U1520 issued 10-12-2016 Exhibit 21.1.7-16 clarified routing of CP 621.

(41) IPU 16U1520 issued 10-12-2016 Exhibit 21.1.7-17 updated the address for several forms and added From 4506-F.

(42) Exhibit 21.1.7-17 added address for Form 843 filed for Employer Shared Responsibility Payment (ESRP) and addresses for routing of Form 4810.

(43) IPU 17U0844 issued 05-12-2017 Exhibit 21.1.7-18 Corrected Atlanta ZIP Code.

(44) IPU 17U0064 issued 01-09-2017 Exhibit 21.1.7-17 updated contact information for Form 5884-C.

(45) IPU 16U1520 issued 10-12-2016 Exhibit 21.1.7-18 updated routing of Form 4506 with remittance.

Effect on Other Documents

IRM 21.1.7, Accounts Management and Compliance Services Operations, Campus Support, dated September 16, 2016 (effective October 1, 2016) is superseded. This includes IPUs 16U1520 issued 10-12-2016, 17U0064 issued 01-09-2017, 17U0436 issued 03-06-2017, 17U0577 issued 03-28-2017, 17U0844 issued 05-12-2017, 17U1005 issued 06-13-2017, 17U1019 issued 06-16-2017 and 17U1037 issued 06-21-2017.

Audience

WI Consolidated Sites

Effective Date

(10-01-2017)

Kevin M Morehead
Director, Accounts Management
Wage and Investment Division

Campus Support Scope and Objectives

  1. Purpose: This IRM covers information on all Wage and Investment (WI) Consolidated (Ramp Down) Campuses. This section covers the handling of mail and processing of remittances at Campus Support Sites.

  2. Audience: The primary users of this IRM are all employees in Campus Support at the Wage and Investment (WI) Consolidated (Ramp Down) Campuses.

  3. Policy Owner: The Director of Accounts Management.

  4. Program Owner: Process and Program Management, Accounts Management, Wage and Investment (WI).

  5. Primary Stakeholders: The primary stakeholders are organizations that Accounts Management collaborates with, for example; Return Integrity and Compliance Systems (RICS), Compliance and Submission Processing.

  6. Program Goals: Program goals for this type of work are included in the Accounts Management Program Letter as well as IRM 1.4.16, Accounts Management Guide for Managers.

Background

  1. The Brookhaven, Memphis, Andover, Philadelphia and Atlanta campuses have had their Submission Processing Centers closed. The incoming and outgoing mail operations are being handled by Accounts Management Campus Support. Procedures for the Campus Support Sites are found in this IRM. These instructions will be applicable to other IRS Campuses if/when their Submission Processing Centers are closed.

Authority

  1. Refer to IRM 1.2.21, Servicewide Policies and Authorities, Policy Statements for Customer Account Services Activities, for information.

Responsibilities

  1. The Wage and Investment Commissioner has overall responsibility for policy related to this IRM. Information is published in this IRM on a yearly basis.

  2. Additional information is found in IRM 1.1.13.8.4, Accounts Management (AM), and IRM 21.1.1, Accounts Management and Compliance Services Overview.

Program Management and Review

  1. Program Reports: The program reports provided in this IRM are for identification purposes for the Accounts Management Customer Service Representatives (CSRs) and Tax Examiners (TEs). For reports concerning quality, inventory and aged listings, please refer to IRM 1.4.16, Accounts Management Guide for Managers. Aged listings can also be viewed by accessing Control Data Analysis, Project PCD, on the Control-D/Web Access server, which has a login program control.

  2. Program Effectiveness: Program Effectiveness is determined by Accounts Management’s employees successfully using IRM guidance to perform necessary account actions and duties.

Program Controls

  1. Goals, measures and operating guidelines are listed in the yearly Program Letter. Quality data and guidelines for measurement is referenced in IRM 21.10.1, Embedded Quality (EQ) for Accounts Management, Campus Compliance, Field Assistance, Tax Exempt/Government Entities, Return Integrity and Compliance Services (RICS) and Electronic Products and Services Support.

Acronyms

  1. For a comprehensive listing of any IRS acronyms, please refer to the Acronym Database. See also IRM 3.10.72.1.5, Acronyms and Terms.

Related Resources

  1. Refer to IRM 1.4.2.15, Related Resources, for information on related resources that impact internal controls.

General

  1. This manual provides instructions for:

    1. Receiving mail

    2. Extracting, sorting, and handling of mail

    3. Date stamping of returns and documents where applicable

    4. Overstamping of remittance where applicable

    5. Disposition of returns and all other mail received

    6. Preparation of Form 3210, Document Transmittal

    7. Processing the receipt of payments

    8. Processing cash

    9. Researching payments

    10. Preparing payment voucher

    11. Transshipping

    12. Classification of mail

    13. Routing Source Document Folders

    14. Shipping Refiles

    15. Processing Outgoing Correspondence

    16. Processing payments via Paper Check Conversion (PCC)

    17. Processing payments via Remittance Strategy for Paper Check Conversion (RS-PCC)

  2. Payments not processed through RS-PCC or PCC and related documents, such as tax returns, must be prepared for shipment, to the appropriate Submission Processing Campus, by close of business on the date of receipt from the taxpayer or as soon as possible the next business day.

  3. For the processing of payments, mail, and adherence to internal controls, you may need to reference other Internal Revenue Manuals (IRMs) or Documents such as:

    • IRM 1.4.6, Managers Security Handbook

    • IRM 1.14.5, Occupational Safety and Health Program

    • IRM 1.22.3, Addressing and Packaging

    • IRM 1.22.5, Mail Operations

    • IRM 1.22.8, Mailing and Shipping Equipment

    • IRM 3.5.61, Accounts Services - Files Management and Services

    • IRM 3.0.167, Losses and Shortages

    • IRM 3.8.44, Campus Deposit Activity

    • IRM 3.8.45, Manual Deposit Process

    • IRM 3.8.46, Discovered Remittance

    • IRM 3.8.47, Manual Deposit Process for Field Offices

    • IRM 3.10.72, Receiving, Extracting, and Sorting

    • IRM 3.13.62, Media Transport and Control

    • IRM 3.17.278, Paper Check Conversion (PCC) System

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

    • IRM 10.2.1, Physical Security

    • IRM 10.2.5, Physical Security Program, Identification Card

    • IRM 10.2.11, Basic Security Concepts

    • IRM 10.2.12, Security Guard and Explosive Detector Dog Services and Programs

    • IRM 10.2.13, Information Protection

    • IRM 10.2.14, Methods of Providing Protection

    • IRM 10.2.15, Minimum Protection Standards

    • IRM 10.5.4, Incident Management Program

    • IRM 10.8.34, IDRS Security Controls

    • IRM 11.3.36, Safeguard Review Program

    • IRM 25.6.1, Statute of Limitations Processes and Procedures

    • Document 6209, IRS Processing Codes and Information

    • Document 12990, Records and Information Management Record Control Schedules

  4. For Transshipping instructions see IRM 3.10.72.11, Transshipment Guidelines.

  5. Complete information for scanning to the Correspondence Imaging System (CIS), including specific "how to" instructions with illustrations, is in IRM 3.13.6, Submission Processing Image Control Team (ICT) Correspondence Scanning.

  6. IRM 11.3.1, Introduction to Disclosure, should be consulted when disclosure issues are in question.

    Example:

    Opening and routing mail is a disclosure of taxpayer data, but is permissible and necessary since that is a requirement to perform your job. However, discussing tax information about a specific taxpayer with others, who do not have a need to know, is a violation. If an employee becomes aware of any such disclosure, he or she should report that person to Treasury Inspector General for Tax Administration (TIGTA).

    Note:

    If IRS initiated correspondence is mailed back to the IRS with a note or any indication that someone other than the taxpayer opened this mail piece or there was another taxpayer's notice included in that envelope (i.e., had access to another taxpayer's return data, TIN, etc.). This is an inadvertent disclosure. Give it to your manager. The manager will report it using the following link: Erroneous Correspondence Procedures.

  7. The Taxpayer Bill of Rights (TBOR) adopted by the IRS in June of 2014, provides that taxpayers have the right to receive prompt, courteous and professional assistance in their dealings with the IRS. For additional information see Taxpayer Bill of Rights, on www.IRS.gov.

  8. A list of some of the acronyms (and definitions) used in this IRM can be found in IRM 3.10.72.1.2 (7), General.

Managerial Review

  1. IRM 10.2.11, Basic Security Concepts, IRM 1.4.6, Managers Security Handbook, and IRM 10.2.1, Physical Security, are the prevailing manuals concerning security measures necessary for date stamps, payee name stamps (for negotiating checks), government check stamps, and other stamp devices. Each manual must be consulted to determine the level and type of security required. Give particular attention to the requirements to limit (one specific individual) and protect against unauthorized use of all stamp devices. Serial numbers, where available, must be associated with the specified user(s).

  2. The following items are strictly prohibited from Campus Support. There are some exceptions if related to a medical condition or a religious practice:

    • Lunch bags/Lunch boxes

    • Boxes

    • Purses

    • Backpacks

    • Briefcases

    • Sports bags

    • Hats

    • Shopping bags

    • Shoulder totes

    • Fanny packs

    • CD or Tape cases

    • Books

    • Newspapers, magazines, and

    • Similar type items

      Note:

      Employees can keep personal items at their desks, eat at their desks (if a past practice has been established), and transport small items not carried on their person in and out of the secured/restricted area of Campus Support, as long as such items are displayed in clear plastic bags.

  3. The use of the camera function on a camera capable cell phone / íPad is prohibited without Physical Security and Emergency, Preparedness (PSEP) approval. In any case, all Service employees must take personal responsibility to ensure that no photographs of National Classified Information (NCI) Sensitive But Unclassified (SBU) , taxpayer data, Personally Identifiable Information (PII) or other sensitive information are taken. Follow this Policy Guidance from PSEP. In addition, personally owned equipment must not be connected to IRS systems and networks, directly or via Virtual Private Network (VPN). Additional information can be found in IRM 10.8.1, Policy and Guidance.

  4. Managers in Campus Support areas must ensure visitors are only permitted to carry articles into the restricted area, which are necessary to conduct their business while working in the area. (i.e., portfolios, notepads, repair kits or manuals, binders, paper documentation, etc.). Inspections of these items are not necessary upon entering the area. However, visitors must be advised that a member of management will screen these items prior to exiting the restricted area to reduce opportunities of unauthorized disclosure, theft of taxpayer information or theft of remittances. If the door monitor observes a visitor with an item that is prohibited from the restricted area, they must notify their manager. Managers must approach the visitor to discuss the policy of prohibited articles and determine whether the item is necessary for conducting business in the restricted area.

  5. First line managers or designated representatives, must conduct a monthly random review of each employee’s compliance with all security policies as they relate to personal belongings in the secured/restricted area of Campus Support. Each first line manager must maintain a Remittance Processing Security Review Log documenting the review. Management must maintain documentation that includes the date, unit number, employee name, description of items found, and reviewer's initials.

    Note:

    If there is a medical or religious exception to any of the items listed in (2) above, notate that in the "Comments" section (e.g., "allowed to wear hijab/burqa/kippah/yarmulke" , "needs medical supplies in ice pack bag" , etc.).

Security Responsibilities

  1. Managers must communicate security standards contained in IRM 10.2.11, Basic Security Concepts, and IRM 10.2.14, Methods of Providing Protection, to their employees at least once a year. All employees and managers of the IRS and Treasury are accountable for remittances under their control, including security.

  2. The Deposit Manager must ensure adherence to all security standards and internal controls in IRM 10.2.15, Minimum Protection Standards; IRM 10.2.11, Basic Security Concepts; IRM 11.3.36, Safeguard Review Program; IRM 10.2.14, Methods of Providing Protection; IRM 10.2.13, Information Protection; and this manual.

  3. Adequate security equipment and facilities must be provided to safeguard money, securities, etc., handled in Campus Support. Managers must contact the appropriate Agency Wide Shared Service (AWSS) Security Representative or the Campuses’ Security Function for additional advice or assistance on security matters. Refer to IRM 10.2.11, Basic Security Concepts. Money chests, vaults or cabinets affording adequate security must be available in restricted areas of Campus Support. These containers must comply with requirements contained in IRM 10.2.14, Methods of Providing Protection.

  4. Provide clerks with a separate lockable money bag, cash box or compartment. Each container must be equipped to be opened only by a separate key or combination.

  5. The clerk must lock the safe, vault, money chest or other receptacle or facility provided; to store funds or other valuables, including the door of the clerk’s working area, whenever the working area is left unattended. Refer to IRM 10.2.14, Methods of Providing Protection.

  6. The combination and/or duplicate key to lock money chests, vaults, cabinets, moneybags, cash boxes or compartments, in which funds are held, must be placed in a sealed envelope for use in the event of an emergency. The envelope containing a combination and/or duplicate key must be stored under the same protection required for containers. The procedures to follow are the same as for the Campus Field Office Remittance Processing Area. Refer to IRM 10.2.14, Methods of Providing Protection.

  7. Change the combination or locks on all containers immediately when one of the following conditions exists.

    1. Upon receipt of new lock

    2. Whenever there is a change in clerk

    3. When there is an unforeseen absence of the clerk

    4. When the combination is compromised in some other way

    5. In any event, change combinations at least once a year

  8. If it becomes necessary to open a clerk’s locked compartment in the absence of the clerk, two responsible employees must be selected to use the duplicate key or combination. They must count the money and prepare a statement of the money and documents found. Both must sign and attach the statement to the receipt the clerk previously signed for the change fund. The monies and documents are then balanced.

  9. Safeguard cash remittances at all times. Keep cash in a locked container or deposit bag to await deposit pick-up after clerk’s balancing operation is completed. The key to that container is held by the clerk’s immediate manager or other designated employee. Cash conversions to cashier’s check or money order are permitted. Use this action in lieu of safeguarding instructions.

  10. The Mail Team manager, or designated employee, must conduct periodic unannounced reviews of the items on the Cash Receipt Records and Deposit Tickets. Monthly is suggested, no less than quarterly is mandated. Record the findings when reviews are completed. Maintain the records of completed reviews for a year at minimum and include whether an in-depth review is necessary.

  11. Only authorized employees may have access to cash vaults. Restrict all areas in which deposit operations take place in accordance with IRM 10.2.14, Methods of Providing Protection. Any person entering must be given appropriate clearance from a responsible official. Such clearance must be based on satisfactory identification and an appropriate reason for entering.

  12. Managers should report any employee or manager suspected of theft to the Treasury Inspector General for Tax Administration (TIGTA) Office of Investigations at 1-800-366-4484 immediately. Employees should also report any employee or manager suspected of theft to the Treasury Inspector General for Tax Administration (TIGTA) Office of Investigations.

  13. Managers of areas receiving Discovered Remittances must perform monthly reviews of Discovered Remittance Logs, Form 4287, Record of Discovered Remittances, and take appropriate action to eliminate or reduce mishandling of receipts.

  14. In general, managers are responsible for following IRM 10.8.1, Policy and Guidance, when using (IRS) computer systems as part of the Federal Information Security Management Act (FISMA). Special guidance for administering or using the Integrated Data Retrieval System (IDRS) is provided in IRM 10.8.34, IDRS Security Controls and IRM 10.8.1, Policy and Guidance.

  15. Use of the Automated Command Code Access Control System is required to ensure Form 809 book users’ IDRS profiles are restricted. Manager must activate or simultaneously contact the IDRS Unit Security Representative to activate command code RSTRK (Restrict) with Definer R. The command codes listed in Exhibit 10 of IRM 10.8.34, IDRS Security Controls, are restricted from the IDRS user profile.

  16. Managers must ensure that employees that process payments have restricted use of Integrated Data Retrieval System (IDRS). Employees without Form 809 responsibility will be assigned RSTRK with definer U. The command codes listed in Exhibit 11 of IRM 10.8.34, IDRS Security Controls, are restricted from the IDRS user profile.

  17. When reviewing Monthly IDRS Security Profile reports, the IDRS Online Reports Services (IORS) Primary Report Reviewer, Unit Security Representatives (USR), and/or the Front/First Line Manager must validate that all users who meet the criteria for a restricted profile have the appropriate restriction(s) placed against their profile; See IRM 10.8.34.6.2.1.6.8, Automated Command Code Access Control, for additional information on command codes restriction.

  18. The Service requires internal control of tax receipts to ensure security during transit. Campus Support transships remittances through common carrier for processing. All senders of payments are required to use an overnight traceable method to transship payments. The use of a completed transmittal, such as Form 3210, Document Transmittal, listing package contents, is required. The name of the sender, return address (with stop number), and telephone number is required on all transmittals. The sender, who is accountable until the funds are received at the destination, must establish a control to ensure delivery of payments and follow up. The control must include amounts of taxpayer payment and the last four digits of Taxpayer Identification Number (TIN) correlated to the package tracer information. For example, if the transit provider informs IRS that package number 12345-67-89 was destroyed; a control is needed that enables proper identification of impacted taxpayer(s) so that relief can be granted. The sender must follow-up within two business days to ensure delivery of the remittance package. Access the carrier's website, i.e., United Parcel Service or United States Postal Service and trace the package. Follow up with the destination contact within 10 working days if necessary. Immediately report all lost remittance packages to the Treasury Inspector General for Tax Administration (TIGTA) Office of Investigations at 800-366-4484. Lost or stolen remittances must also be reported to the campus remittance security coordinator. Lost personally identifiable information (PII) must also be reported to the Office of Privacy, Government Liaison and Disclosure (PGLD) Incident Management Office (IM) using the Incident Reporting Form. Call 267-466-0777 if you have any problems with the online form or any questions about completing the online form.

  19. All Service employees must take care to protect personally identifiable information (PII). Any loss of PII could result in information being compromised to perpetuate identity theft. Personally identifiable information (PII) must be encrypted on e-mail. Sanitize taxpayer PII or use secure messaging. If you suspect or know of a potential information loss, report it to your manager, the Treasury Inspector General for Tax Administration (TIGTA) at 800-366-4484, and the Office of Privacy, Governmental Liaison and Disclosure (PGLD) Incident Management Office (IM) using the Incident Reporting Form. Call 267-466-0777 if you have any problems with the online form or any questions about completing the online form.

  20. See IRM 10.5.4.3.3, Inadvertent Unauthorized Disclosures and Losses or Thefts of IT Assets and Hardcopy Records/Documents, for detailed information.

Suspicious Packages and Reporting Physical Security Incidents

  1. IRS has established procedures to ensure that mail is handled safely. Mailroom employees and all IRS employees who handle mail should follow these procedures to ensure mail is handled in the safest way possible. Employees should open mail in designated mail opening areas and follow the procedures listed below.

    Note:

    All Areas should post contact information (name and work phone as well as 24/7 phone numbers) for Physical Security and Emergency Preparedness (PSEP), Treasury Inspector General for Tax Administration (TIGTA), Situation Awareness Management Center (SAMC) and all other contacts, in multiple areas and by phones in the area. In most IRS campuses, you are unable to call 911 from an IRS phone. Follow the local procedure to call PSEP or the Security Console to call 911 for you. If night shift, weekend or holidays (e.g., not the "normal hours" of operation), then an "after hours" phone number should be accessible on or near the phones in the work area.

  2. Some features of suspicious packages are listed below, but is not all-inclusive. If you have any suspicion about the safety of any package due to the physical appearance or the smell of a package, report it to your manager.

    • Packages with soft spots, bulges or excessive weight

    • Lopsided or uneven

    • Wrapped in string

    • Badly written or misspelled labels

    • Distorted handwriting or cut-and-paste lettering

    • Suspicious or threatening messages written on the package

    • Excessive postage

    • No postage

    • Leaks, stains, powders or protruding materials (any smell of oil or gasoline, etc.)

    • Ticking, vibration or other sound

    • Protruding wires or aluminum foil

  3. Procedures to be followed in the receipt and handling of suspect packages are:

    • Remain calm

    • Do not open the package or letter

    • Make a list of all persons who touched the letter or package and who were in the area if the letter or package was opened in case of contamination. This is also helpful when someone completes the Incident Report for Situation Awareness Management Center (SAMC).

    • Do not shake or empty the contents of a suspicious package or envelope

    • Do not carry the package or envelope, show it to others or allow others to examine it

    • Do not move the package. Leave the package or envelope on a stable surface. Do not sniff, touch, taste or look closely at it or any contents that may have spilled

    • Do not touch your eyes, nose or other body parts

    • Isolate the package

    • If imminent danger, such as a bomb, call 911 yourself; otherwise, call your PSEP contact or the Security Console to call 911.

    • Contact your PSEP. Have their name and work phone (as well as 24/7 phone number) posted in multiple areas and by phones in the Campus Support area.

    • Contact TIGTA at 800-589-3718

    • Thoroughly wash hands with soap and water. If powder or any material got on your body, use scissors to cut your clothes off before showering. Do not pull any shirt over your head. Use the showers available in the area and change into clean clothing provided to you.

    • Managers should advise employees to avoid the area and should direct employees to follow the evacuation plan provided by the local PSEP. The area should be restricted to only authorized persons.

  4. Take the following steps:

    1. Immediately report the incident to a supervisor.

    2. The supervisor will immediately secure the room. Anyone who is in the area where the package is discovered must remain in the area. Prevent additional employees from entering the area.

    3. The Supervisor will immediately contact the local PSEP.

      Note:

      PSEP will contact local law enforcement authorities.

    4. The Supervisor will contact Department and Operation officials.

    5. The Supervisor will contact TIGTA at 800-589-3718. The Supervisor will contact Situation Awareness Management Center (SAMC), within 30 minutes of incident discovery.
      Phone 866-216-4809
      E-mail at samc@irs.gov, or
      Website shown above

      Note:

      In order to complete the incident report to SAMC, it's critical that someone captures the data related to the incident. Included in this information will be a list of all persons who touched the letter or package and who were in the area if the letter or package was opened in case of contamination, employee statements, etc.

  5. In addition to reporting the incident to the Supervisor, the Employee who discovers the incident should remember to do the following:

    1. Do not touch your eyes, nose or other body parts

    2. Thoroughly wash hands with soap and water.

    3. Stay in the secured area until you are directed to another location by PSEP or Emergency Personnel.

    4. Try to remember details about the incident so that you're able to help prepare your statement for SAMC.

  6. Each site has an Occupant Emergency Plan (OEP). You should be familiar with the Captain for your area and know where you should exit and stand during any evacuation, whether it's weather related or a physical hazard, such as fire or hazardous material. If you have any questions or require additional information, please contact your local PSEP. Managers and/or their designated representatives, as well as all employees, should be familiar with the physical security incident and emergency reporting procedures. IRM 10.2.8.7, Notification and Response, contains additional detailed Incident Reporting guidance.

  7. In many instances, we receive mail that may be charred from a fire on the mail truck, appears to have been mutilated with some type of liquid intentionally or has thick greasy material possibly picked up on the USPS or PDS truck or equipment. If this smell is going to be absorbed by other documents and possibly make other workers down the line sick, do not continue processing. Put the document in a zip lock bag and contact your PSEP Analyst and/or your Planning and Analysis (PA) Analyst for advice. In the past, we were able to photocopy documents, put the original in a zip lock bag and attach it to the photocopy to retain integrity of the original document. Disposition of some of these documents will have to be determined on a case by case basis and will be referred to the Headquarters Analyst for guidance.

Service Center Automated Mail Processing System (SCAMPS) Security, (Philadelphia Only)

  1. System security shall be maintained through the following steps:

    1. Follow system shutdown procedures in the Operator’s Handbook when terminating mail-processing operations.

    2. Maintain Server Computer Modems in an off status during normal conditions to prevent unauthorized access to the computers. These modems are for system diagnosis and repair only.

  2. If you have any questions about the operation of the machine, ask the Contractor assigned to the Campus.

Security of Form 809, Receipt for Payment of Taxes

  1. Managers of Remittance Processing Operations have specific responsibilities relating to the security, internal control, issuance, and disposition of Forms 809, in addition to the care that must be given any remittance handling. Forms 809 must be handled with the same care and precision as cash. The following procedures are required when handling Forms 809:

    1. Forms 809 are pre-numbered with letter prefixes and issued in numeric sequence. Each series of letter prefixes must be completely exhausted before a new letter prefix is used.

    2. Assignment of Forms 809 must be authorized in writing prior to issuance of a Form 809 book. Keep authorizations in the front of the Form 809, part 3 audit file. Retain authorizations on file as basis for subsequent book assignments as necessary for respective employees.

    3. Individuals, who are authorized to issue Form 809 receipts, cannot be responsible for inventory control of unissued Forms 809 or for reviewing the completed receipts. Separation of these duties is required for strict internal control.

    4. Individuals assigned Form 809 books must not share the book with others. Once a book is assigned, it is for the exclusive use of the employee to whom assigned. Form 809 books are nontransferable.

    5. Each assigned individual's Form 809 book must be stored in a separate locked security container, then stored in a locked container. Refer to IRM 1.4.6.5.1, Minimum Protection Standards (MPS).

    6. Official receipts must not be used for training purposes.

      Note:

      Photocopies of sanitized receipts without serial numbers may be used for training.

    7. To void a receipt, when necessary, write "VOID" across the face of all copies. Enter reason for voiding on back of Copy 1. Route Forms 809 to Balancing for accountability and filing.

    8. Periodic reviews of individually assigned Form 809 books must be conducted.

    9. At least once a year, an annual reconciliation must be conducted to ensure all receipts are accounted for.

    10. See IRM 3.8.47.6.19, Lost, Missing, or Stolen Form(s) 809 Receipt for Payment of Taxes, for reporting lost, missing or stolen Forms 809.

Separation of Duties and Form 809, Receipt for Payment of Taxes

  1. Managers must ensure only appropriate employees have Form 809 books and employees with Form 809 books have only research command codes in their Integrated Data Retrieval System (IDRS) profiles.

  2. Use of the Automated Command Code Access Control System is required to ensure Form 809 book users IDRS profiles are restricted. When managers authorize an employee to have a Form 809 book, they must activate or simultaneously contact the IDRS Unit Security Representative to activate command code RSTRK (Restrict) with Definer R (Form 809 book users).

  3. A command code is considered "sensitive" if it can be used to adjust account balances, change the status of a tax module or account, or affect the tax liability. Sensitive command code combinations are listed in IRM 10.8.34-5 , Command Codes Marked as Sensitive in the IDRS Command Code Table, and command codes with sensitive connotation are listed in IRM 10.8.34-7, Command Codes with Sensitive Connotation.

  4. Use of the Automated Command Code Access Control System is required to ensure Form 809 book users IDRS profiles are restricted. Manager must activate or simultaneously contact the IDRS Unit Security Representative to activate command code RSTRK (Restrict) with Definer R. The command codes listed in IRM 10.8.34-9, Restricted Command Codes for the Role: Manual Refund Authorizers and Manual Refund Certifying Officers (RSTRK Definer M), are restricted from the IDRS user profile. See IRM 10.8.34.6.2.1.6.8, Automated Command Code Access Control, for additional information on command codes restriction.

  5. Managers must ensure employees with responsibility for issuing tax receipts to taxpayers are not assigned to control the Form 809 inventory or to review completed Forms 809.

Receipt of Mail

  1. Mail is received via the United States Postal Service (USPS) and from Agency-Wide Shared Services (AWSS) personnel.

    1. Mail delivery truck follows campus security guidelines for admittance.

    2. Security Guard opens the loading dock door and meets the delivery truck.

    3. Security Dog explores the truck, per security guidelines. If the Security Dog identifies suspicious package, follow Hazardous Material (HAZMAT) Procedures.

      Note:

      This applies only to campuses with a Security Dog.

    4. An IRS employee must be present when incoming or outgoing mail is in the unrestricted loading dock area.

    5. USPS employees unload the truck.

    6. Mail is placed in cages.

    7. Security Guard ensures the loading dock door is closed.

Received Date

  1. All mail received in Mail Sorting area requires the received date on the postal container.

  2. Mail forwarded to the sorting area must be controlled using the following procedures:

    1. Attach a control slip to each postal container indicating received date to the campus. The control slip can be a piece of paper, a Campus form or a Form 3210, Document Transmittal.

    2. Ensure that this control slip containing the received date is retained with the batch of mail when forwarded to the Extraction area.

Sorting and Slicing

  1. Mail must be opened in a controlled and restricted area.

  2. Mail cages are delivered to mail team personnel for opening using Service Center Automated Mail Processing System (SCAMPS), slicers or alternative automated mail opening equipment.

  3. Specific United States Postal Service (USPS) Office normally delivers Post Office Box mail to the IRS in designated trays. Open this mail and rubber band together in bundles and place a tag on the bundle with the PO Box number, current date, and the volume. Place the bundle on the mail rack, log in the finished count for the daily report, and then send it to the Extracting area.

  4. Large mail envelopes and boxes are sorted out. Hand slicers manually slice the mail that cannot be opened by machines. The envelopes received via flats and fats must be sliced on three sides or turned inside out to ensure removal of contents. If suspicious, follow emergency procedures.

  5. All other mail is processed through mail opening equipment.

Mail Extracting and Processing General

  1. Mail must be extracted in a controlled and restricted environment.

  2. The individual campus determines the presence of statute. Forward all statute delinquent returns with potential Assessment Statute Expiration Date (ASED) to the Statute function for clearance prior to transshipment. For additional information, see IRM 25.6.1, Statute of Limitations Processes and Procedures.

    Note:

    All "Imminent Statute" returns must be sorted and "hand-carried" to the Statute Unit. Any return with a received date that is two years and nine months or more after the return due date is a potential statute return.

  3. Do not route returns to Statute Control Unit if any of the following conditions are present:

    • Requested "Original Return" attached to CP 59, CP 63, CP 515, CP 516, CP 518 or CP 759. Instead route to Submission Processing.

    • CP 259, CP 581, CP 959, Letter 112C, Letter 282C, Letter 2255C or Letter 2284C attached to a BMF Return. Instead route to Submission Processing.

    • Notated "Statute Cleared" in the margin

    • Marked "6020 (b)" or "NFR" "Secured by Exam/Collection" , "Secured by TE/GE" , "Secured by TE/GE EP Exam" or "Process as Original"

    • Notated on the face of the return "TC 59X" or "ICS"

    • Prepared by Examination ("SFR" marked in top margin)

    • Returns received with IDRS letter 2566 (SC/CG), 2566R, 3219-N (SC/CG), pink Form 3531, Request for Missing Information or Papers to Complete Return, attached or "ASFR" notated in top margin - Automated Substitute for Return (ASFR) cases.

    • Process as Original and TC 59X

      Note:

      Do not route returns marked "NFR" to Batching; route to be scanned to CIS.

      Note:

      If there is no "TC 59X" edited on the return, but the literal "Process as Original" is edited, route to Statute if it meets Statute criteria.

  4. The individual campus determines what types of mail, i.e., Directors, Treasury Inspector General for Tax Administration (TIGTA), etc., that cannot be opened by Campus Support. Those functions must extract their own mail within the confines of the Mailroom. All remittances including cash found in these envelopes directed to IRS or misdirected mail must be sent directly from Extraction to the Deposit Function.

    Note:

    All envelopes, even ones marked "Sensitive Mail" , "Confidential Mail - Open by Addressee Only" must be opened in the controlled and restricted area of Campus Support, since they can possibly contain remittance. If your site has local agreements with off-site functions to deliver their mail unopened, then follow the "Exception List" . See IRM 21.1.7.5.3.1Administrative Mailrooms, for additional details about an "Exception List" .

  5. If a package addressed to a specific function or person contains a Form 3210, Document Transmittal, the individual or designee for the function should sign their Form 3210 and keep the copies. Forward these packages, with Form 3210, to the individual or specific function.

  6. Mail is extracted and date stamped. See IRM 3.10.72.6, IRS Received Date, for date stamping. The IRS Received Date stamp must only be stamped on the face of the document in an area that does not cover taxpayer information or the 2-D Bar code on the notices.

    Note:

    To protect taxpayer's identity information the Office of Privacy, Governmental Liaison and Disclosure (PGLD) has initiated a project to replace the printed SSN on selected taxpayer notices with a 2-D Barcode. This effort will eliminate or reduce the full display of taxpayer Social Security numbers on these notices.

  7. Mail is sorted in the following priority order:

    1. Statute returns with or without payments

    2. Centralized Offer in Compromise (COIC) with and without payments

    3. Centralized Insolvency with and without payments

    4. Balance Due notices with payments

    5. CP 2000 with payments

    6. Returns with payments

    7. Returns without payments

    8. ASFR returns and correspondence

    9. Claims, Letter 854C responses, Form 843, Claim For Refund and Request for Abatement

    10. CP 2000 without payments

    11. No Balance Due Notices

    12. Loose Schedules

    13. IDRS Letters

    14. All other mail

  8. Although certain sorts are mandatory per this IRM, it is the prerogative of any campus to add additional sorts either by enhancing a required sort or by introducing a new sort.

Administrative Mailrooms
  1. The Administrative Mailrooms are "mini" Post Offices for the entire campus for some Incoming and Outgoing Mail. The SCAMPS or Mailroom area should route all Administrative type mail (if it can be identified) to the Administrative Mailroom and by-pass Extraction. SCAMPS or Mailroom area can route it directly to the Administrative Mailroom for the functional area to pick up. Then, the person from the function/area can extract their mail in the ventilated area before transporting to their own area. Never allow anyone to take mail out of the ventilated area that has not been extracted from the envelope to avoid risk of contamination. Do not allow anyone to take remits out of the secure area, even if they are taking them to a Deposit area.

  2. Some common examples of Administrative Incoming Mail include, but are not limited to the following:

    1. IRS to IRS Mail - Addressed to a specific person or functional area, route to the Administrative if the function is on the "Exception" list or if the package is not tax related information to be processed. Administrative Mailroom personnel should phone the individual to arrange pick up.

      Note:

      If the Return Address on the envelope is from another IRS office and is not addressed to one of the "Exception" Mail Stops, it will be extracted to ensure it does not include tax returns or remits. If contents are not tax related or should not be sorted for processing, route to Admin Mailroom for disposition. For example, if an Exam function routes cases to Centralized Case Processing (CCP) in a campus, do not extract all of the case files from the package. Date stamp the enclosed Form 3210 and follow your local procedure by routing directly to Exam or call the Exam contact for pick-up.

    2. Office Supplies, Computer Software/Hardware - These boxes will be sliced in the SCAMPS or mail area and delivered to the Admin Mailroom for the recipient to extract and verify the contents in the ventilated area. Some examples are computer equipment for MITS, supplies delivered by Office Max (or another vendor), etc.

    3. "Exception List" - All sites have agreements with some functions that choose to extract and date stamp their own mail in the Administrative Mailroom or designated area within the ventilated area. Follow your local procedures for any approved function on the "Exception List" and route their mail to the Administrative Mailroom.

  3. If a package addressed to a specific function or person contains a Form 3210, Document Transmittal, the individual or designee for the function should sign their Form 3210 and keep the copies. Forward these packages with Form 3210 to the individual or specific function.

  4. There is also an Outgoing Mail function necessary to service employees in the Campus. They accept:

    1. Mail to be metered on the Paragon or Neopost machine

    2. Outgoing Certified Mail (prepared by the function/area)

    3. Small packages, flat envelopes, and boxes that require UPS Ground, Next Day or 2nd Day Air delivery services.

      Note:

      A Form 9814, Request for Mail/Shipping Service must be accurately completed and submitted with the mail piece by the Sender. Mailroom staff may reject the mail piece if the Form 9814 is not submitted or accurately completed, does not provide justification for Air Delivery Service and/or does not contain an authorization name and signature. The Form 9814 shall be archived in the Campus mailrooms for one year, per Document 12829, General Records Schedules.

    4. Acknowledgement letters to be mailed back to the filer in their own self-addressed, stamped envelope. IRS does not have to pay postage to acknowledge receipt of mail when requested and no stamped, self-addressed envelope is provided by the filer. Taxpayers can use Return Receipt mail service to ensure their package is delivered to a site.

    5. Original Identification (ID) not needed for processing (i.e., Driver's license, picture ID, etc.)

  5. All mail accepted as Outgoing should contain the complete Name, Street Address, City, State Code, and Zip in the format acceptable for the United States Postal Service (USPS) or United Parcel Service (UPS). If it is going to another IRS office, be sure it includes a Stop number. If mail is submitted with a P.O. Box and the request is for Overnight or 2-Day, request a street address. United Parcel Service (UPS) is the contract carrier for IRS Private Delivery Service (PDS) packages. Private Delivery Service (PDS) will not accept mail addressed to a P.O. box. Use all available resources such as Outlook, Discovery Directory, and SERP (Who/Where tab) to obtain a street address and mail stop number for all outgoing mail to other IRS sites. See Exhibit 21.1.7-1, Campus Addresses, for Campus Addresses.

Sorting Undeliverable Mail

  1. Extract undeliverable mail from the envelope, unless a local agreement is in place or the notice is to be destroyed. For a complete list of letters and notices that can be destroyed see IRM 3.13.62-54, CP Notice and C-Letter Distribution and Mailing Guides. The following additional instructions apply if the envelope and contents are classified as undeliverable mail.

  2. If CP 501, CP 503, CP 504, CP 601, CP 603, CP 604, CP 521, CP 522, CP 523, CP 621, CP 622, CP 623, CP 59, CP 259, CP 759, CP 959, CP 515, CP 516, CP 518, CP 615, CP 616, CP 618, are received as undeliverable, follow the procedures below.

    If... And... Then...
    The Notice Date is more than 10 weeks old, Destroy
    The Notice Date is within 10 weeks, The Yellow sticker indicates a possible forwarding/expired address, Forward to CSCO
    There is an indication the taxpayer is deceased, Forward to CSCO
    None of the situations above apply, Destroy
  3. If CP 94 is received as undeliverable, route to:
    Melinda Purcell
    SB/SE, Technical Services
    300 N Los Angeles Street, M/S 4915
    Group 36, QMS1
    Los Angeles, CA 90012

  4. If Letter 4464C, Letter 4800C, Letter 4883C, Letter 5071C, CP 05 or CP 05A received as undeliverable route per the chart below:

    If... And... Then...
    Letter 4464C,
    Letter 4800C,
    CP 05, or CP 05A
    Hand written annotations Route to IVO
    Letter 4464C - Atlanta -Stop 46B
    Letter 4800C - Atlanta - Stop 763
    CP 05 - Atlanta - Stop 46B
    CP 05A - Austin - Stop 6579
    Letter 4464C,
    Letter 4800C,
    CP 05, or CP 05A
    Yellow sticker from the Post Office with a new address Route to IVO
    Letter 4464C - Atlanta -Stop 46B
    Letter 4800C - Atlanta - Stop 763
    CP 05 - Atlanta - Stop 46B
    CP 05A - Austin - Stop 6579
    Letter 4464C,
    Letter 4800C,
    CP 05, or CP 05A
    Return from the Post Office without a new address Destroy
    Letter 4883C or Letter 5071C Destroy
  5. The following undelivered mail will be routed to Accounts Management for resolution:

    • Letter 105C - Claim Disallowed

    • Letter 106C - Claim Partially Disallowed

    • Letter 239C -TIN-Related Problem Resolution

    • Letter 474C - Math Error Explained (IMF)

    • Letter 852C - Penalty Waiver or Abatement Disallowed/Appeals Procedures Explained (FTD) For Use With AMS/RCA Applications

    • Letter 853C - Penalty Waiver or Abatement Disallowed/Appeals Procedure Explained (for use with AMS/RCA applications only!)

    • Letter 854C - Penalty Waiver or Abatement Disallowed/Appeals Procedure Explained

    • Letter 916C - Claim Incomplete for Processing; No Consideration

    Note:

    This is only a partial list. For a complete list of letters Accounts Management works refer to IRM 21.3.3.4.12.1, Undeliverable Mail received From Campus Mail Operations

  6. The following specific undelivered mail will be routed to the appropriate Centralized Authorization File (CAF) team for resolution:

    • Letter 861C - Power of Attorney (F2848) Incomplete for Processing

    • Letter 1727C - Power of Attorney Representative Number

    • Letter 2673C - Representative or Appointee/Taxpayer Response

    • Letter 2675C -Power of Attorney Termination Response

    • Letter 4527C - CAF Designation Level H and/or Level I Rejection Letter

    • CP 547 - We Assigned You a Centralized Authorization (CAF) Number

  7. The following specific undelivered mail (including Letter 105C and Letter 106C) must be routed to the appropriate Identity Theft Team for Resolution:

    • Letter 4281C - IM Breach Notification Letter - Authorized Use Only

    • Letter 4402C - ID Theft (Self Identified) - AM AC 504 Notification Letter and CP 01C/701C

    • Letter 4403C - ID Theft - IPSU Acknowledgement/Resource Info/Point of Contact

    • Letter 4524C - Identity Theft Assistance Request (ITAR)

    • Letter 4674C - Identity Theft Post-Adjustment Victim Notification Letter (For use when TP does not have a balance due)

  8. Return Undeliverable, certified/return receipt requested mail to the Campus function that requested it. (DO NOT DETACH USPS FORM 3811, Domestic Return Receipt, from the mail piece.). Follow the table in (8) below for routing certified mail.

  9. Follow the table below to route undeliverable mail:

    ITEM DESTINATION
    Correspondence Originator
    For additional information see Exhibit 21.1.7-15, Correspondex "C" Letters - Routing Guide.
    Items with address correction Originator
    Computer Paragraphs See IRM 3.13.62-54, CP Notices and C-Letter Distribution and Mailing Guides. If the column titled "Routing Action" in IRM Exhibit 3.13.62-54, CP Notices and C-Letter Distribution and Mailing Guides is blank, route the mail back to the originating function.
    Form 809, Receipt for Payment of Taxes Originator
    Loose Schedule 1 (Form 2290) Accounts Management Branch
    Tax Practitioner Items Appropriate Function
  10. Sort all undeliverable mail, other than notices, by name or employee number of originator and forward to respective areas.

  11. If undeliverable mail is not to be destroyed, it must always be date stamped in a conspicuous place and the envelope stapled to the front of the unfolded contents.

  12. Campus Support transships all undeliverable mail receipts designated for Files to the appropriate Submission Processing Files. See Exhibit 21.1.7-3, Campus Files Address.

Offer in Compromise (OIC)

  1. OIC is centralized at the Brookhaven and Memphis Compliance Campuses. Taxpayers are instructed to mail their offer to Brookhaven or Memphis. When an OIC Fee payment is received, the payment is sorted into two categories:

    • $186.00 (effective January 1, 2014; $150 prior)

    • Other than $186.00

  2. Campus Support must release all OIC mail to the Centralized Offer in Compromise (COIC) employee co-located in Campus Support.

  3. When an Offer in Compromise payment is received in another Campus Support site, route per IRM 21.1.7.10.3, Processing Centralized Offer in Compromise (COIC) Payments.

Centralized Insolvency Operation (CIO) Payment Processing

  1. Insolvency payments or Bankruptcy Trustee checks are mailed to the Philadelphia Campus Support for processing. Campus Support takes the following action on Centralized Insolvency Operation (CIO) mail:

    1. Retrieves mail from Insolvency PO Box and the Campus street address

    2. Extracts mail from the envelopes

    3. Attaches envelope and any enclosures to the check

    4. Stamps the envelope with the IRS received date

    5. Gives the checks to CIO employees co-located in Campus Support

  2. When the checks are returned for processing, see IRM 21.1.7.10.4.2, Processing Insolvency Payment via Paper Check Conversion (PCC).

Extraction of Envelope Contents

  1. Envelopes must be opened and contents removed. This includes envelopes attached to packages or wrapping paper. If contents are torn or were sliced in opening, repairs must be made immediately in a manner that allows proper processing.

  2. Emptied envelopes must be candled to ensure that all contents were removed. Refer to IRM 21.1.7.6.9, Candling Procedures.

  3. Extracted envelopes must be placed in a container which bears the extracting employee’s full name, Standard Employee Identifier Number (SEID) and date.

  4. Refer to IRM 21.1.7.6.9, Candling Procedures, for Final Candling instructions on how envelopes should be sliced or opened to ensure all contents are extracted.

  5. The mail must be sorted into "remittance" and "non remit" into the following categories:

    • Centralized Insolvency Operation (COIC)

    • Offer in Compromise (CIO)

    • Notice

    • Form

    • Correspondence

  6. If a return is disassembled when extracting contents, assemble correctly and staple in top left corner of return (e.g., return is paper clipped or "loose" pages). Form 1040 series returns, ensure the Form W-2, Wage and Tax Statement, is stapled to left middle of return. Refer to IRM 21.1.7.6.1, Extraction of Envelope Contents with Remittance, for procedures on attaching envelopes. Be aware of remittances being placed in unsuspected places.

  7. When an IRS letter/CP notice is received with a return, place the letter/notice on top and route accordingly. Note the Exceptions shown below:

    If one of the following is received: And a: Then:
    CP 01A
    CP 01F
    Form 1040 is attached Move notice to the back and route return for processing.

    Note:

    If correspondence is written on the CP that requires a response, detach and route accordingly.

    CP 05
    CP 05A
    Form 1040X is attached Route to IVO.
    • CP 11

    • CP 12

    • CP 59/CP 759

    • CP 63

    • CP 2057

    • Form 8009-A

    • or any "C" Letter (other than Letter 12C )

    Form 1040X is attached Date stamp both and move the correspondence to the back. Route to Batching. Route Letter 12C with Form 1040X to IMF ERS.
    CP 211 Form 990 series return is attached Move the notice to the back and route the return for processing.
    CP 259 Amended Return is attached, instead of the original return requested Date stamp both and move notice to the back of Form 1040X and route to Batching. If a BMF Amended return is attached, route to be scanned to CIS.
    Letter 4281 Original Return attached Move letter to the back and route to Submission Processing
    Letter 4281 Original Return and correspondence, that needs to be addressed, attached Send Original Return to Submission Processing. Notate on the correspondence the form number of the return that was sent to be processed. Route correspondence to be scanned to CIS.
    CP 59, CP 63, CP 515, CP 516, CP 518, CP 759, CP 259, CP 581, CP 959, Letter 112C, Letter 282C, Letter 2255C or Letter 2284C Original Return is attached Move letter or CP Notice to the back and route to Submission Processing
    CP 59, CP 63, CP 515, CP 516, CP 518, CP 759, CP 259, CP 581, CP 959, Letter 112C, Letter 282C, Letter 2255C or Letter 2284C Original Return and correspondence, that needs to be addressed, attached Send Original Return to Submission Processing. Notate on the correspondence the form number of the return that was sent to be processed. Route correspondence to CSCO.

    Note:

    For Statute Year Returns follow IRM 21.1.7.5.3, Mail Extracting and Processing General.

  8. When an IRS Letter/CP notice stub is received with a Form 433 series or Form 9465, route according to the form. Route the package to CSCO or ACS.

    Note:

    Route all Form 9465 received with CP 2000 to AUR.

  9. Taxpayers and Tax Preparers sometimes request the IRS to acknowledge receipt of data.

    1. Verify any group of returns or documents received before acknowledging receipt. Also, acknowledge copies of returns attached, which implies that they are requesting acknowledgement of receipt, if the taxpayer provides a stamped, self-addressed envelope.

    2. Stamp the document "Received by Campus, date, city, and state" . If acknowledgement is discovered after Extraction and there is no date stamp or envelope with Postmark date, simply leave the date blank. Do not stamp duplicate copies of acknowledgment letters, only the first one.

    3. Ignore the request if a stamped, self-addressed envelope is not enclosed. Move the request to the back of the return or correspondence.

    4. Continue processing the original form(s) or correspondence.

    5. Place the acknowledgement copy inside the envelope, seal it, and put it in the USPS basket.

      Note:

      Form 8038 series returns are sometimes filed in large quantities in one envelope and an acknowledgement is requested. Do not bother date stamping and returning the request. A CP 152 is generated to the filer when the return posts. If a stamped, self-addressed envelope is attached, leave it. If more than $3.00 postage is on the envelope, "X" the stamps; you do not have to write it up as Discovered Remit.

    6. Destroy any duplicate copy.

    Caution:

    Extreme care must be taken to ensure that only the material relative to the taxpayer(s) to which the correspondence is addressed is enclosed in the envelope (see IRM 21.3.3.4.25, Breaches of Personally Identifiable Information (PII) Caused by Manual Stuffing Errors.

  10. When a return is received with a credit card, take the credit card to the unit manager immediately. The manager records the last four digits of the credit card number, expiration date, the taxpayer's name, and last four digits of the Social Security Number (SSN), just as is done when cash is received with a return. The manager edits an Action Code 460 on the return and the return is processed using normal extracting function procedures. The credit cards are hand-carried to Payment Function.

    Note:

    An Action Code 460 is edited on the return prior to transshipping the return for processing. The Action Code 460 suspends the return to Rejects for 25 days. An Action Code is entered in "RED" ink in the bottom, center margin on the front page.

    Send the credit card back to the taxpayer, via certified mail, along with a letter advising the taxpayer that the IRS does not have the capability to process credit card payment transactions when the credit card or credit card information is sent in with the return.

    Caution:

    Extreme care must be taken to ensure that only the material relative to the taxpayer(s) to which the correspondence is addressed is enclosed in the envelope (see IRM 21.3.3.4.25, Breaches of Personally Identifiable Information (PII) Caused by Manual Stuffing Errors).

  11. Expedite all statute delinquent returns with potential ASED to the Statute function for clearance. See IRM 21.1.7.5.3 (2) and (3), Mail Extracting and Processing General, and IRM 25.6.1.8, Original Delinquent Returns, for additional information.

Extraction of Envelope Contents with Remittance

  1. Any return or document received with a check or money order is classified as "With Remittance" .

  2. Types of possible remittances the IRS campus may receive for processing can include any of the following:

    1. Personal Check

    2. Money Order

    3. Cashier’s Check

    4. Cash or Gold Coins (U.S. Currency Only)

      Note:

      Call out "Cash" (or follow local procedure).

    5. Business Check

    6. Certified Check

    7. Voucher Check

    8. Treasury Check

    9. Draft/Postcard Type Check

    10. Travelers Cheques

    Note:

    Route all Refund Anticipation Loan/Checks (commonly known as "RAL" checks - ones made payable to an individual from a Financial Institution) to your Lead. The Lead will walk them to Deposit for disposition, since there are a variety of issues. Do not overstamp the checks.

  3. As soon as returned government refund checks are extracted, these checks will be made payable to an Individual or a Business, Extraction personnel must stamp each check with "Unless for Credit to the United States Treasury this Instrument is Non-Negotiable" . This stamp must not obscure any printing on the face of the check. The check must be stamped underneath the "Pay to the order of" . Do not over stamp the returned government refund check if the word "VOID" is written on either the front or back of the check.

    Note:

    Process the valid government checks for payment of taxes through normal processing. Do not stamp the valid government checks with the "Unless for Credit to the United States Treasury this Instrument is Non-Negotiable" stamp.

    If... Then Extraction will...
    Treasury IRS Refund Check is made out to an Individual and is returned as Undeliverable and no indication of ID Theft or Fraud Route to Refund Inquiry.

    Note:

    AM TAP has a new name, Integrity and Verification Operation (IVO), therefore all references to AM TAP have been revised in the IRM. "External Leads" refers to a specific IVO program worked in Fresno.

    Treasury IRS Refund checks are returned as Undeliverable and you self-identify that there is the Same Address (different names) on multiple checks indicating possible fraud Route to Fresno RICS IVO External Leads Stop M2004.
    Personal Check is written because a Refund Check was cashed and the TP thinks they received the check due to ID Theft, or the TP is unsure why they got the check, but does not mention ID Theft Route to Fresno RICS IVO External Leads Stop M2004.
    A Check is received from one Financial Institution and made payable to another Financial Institution (e.g., Citibank to Green Dot) Route to Fresno RICS IVO External Leads Stop M2004.

    Note:

    On the Form 3210, enter complete names of Payor and Payee.

    Treasury check is returned and ID Theft is NOT indicated, but appears to be Fraud related (e.g., Multiple checks with different names have been mailed to the same address. Explanation is something like, "I do not know these people, but these checks were mailed to my house" ) Route to Fresno RICS IVO External Leads Stop M2004.
    Treasury check is returned and note is attached indicating ID Theft (e.g.," I got this refund check made payable to me, but I have not even filed my tax return this year. I don’t know why I got this check" .) Route to Fresno RICS IVO External Leads Stop M2004.
    Check is attached to Letter 4115C, or Letter 4464C, or Letter 4883C Route to Fresno RICS IVO External Leads Stop M2004.
  4. Set up a basket in Extraction area for the Extractor to place checks (including attached correspondence) that are to be routed to Fresno IVO.

    Note:

    All Treasury checks must be stamped with your "Non-Negotiable" stamp before they are placed in the basket. Unless the checks are marked void on the front or back of the checks. All 3rd Party or Personal Checks should be overstamped United States Treasury, if needed.

  5. Prepare a Form 3210, Document Transmittal. Enclose the checks (including correspondence, if any) inside a "To be opened by addressee only" envelope and write "IVO Stop M2004" if routing to Fresno. Route the envelope to the Shipping area with a Form 9814 and check "UPS Ground" . These do not have to be mailed Overnight and Shipping can include the envelope with other receipts that are transshipped to those sites.

  6. Maintain a separate file of these Forms 3210 and attach the Acknowledgement copy to your copy. Follow-up after five days, if no Acknowledgement copy is received. You may provide a fax number to the IVO function to fax the Acknowledgement copy back to you, in lieu of mailing.

  7. If a mixture of items are mailed to you by Homeland Security, the USPS or some other branch of law enforcement, sort the items and mail to the appropriate IVO site, either Fresno or Austin. If any debit cards are included, always mail the package to Fresno IVO External Leads.

    Note:

    If the USPS Inspector sends a letter stating that a CI Agent took care of the Treasury checks and they are returning the mail pieces, route them to Austin IVO at Stop 6579. Keep the USPS letter with the submission.

  8. All payee lines must be overstamped "United States Treasury" at the point of extraction. See IRM 21.1.7.9.12, Overstamping.

  9. See IRM 3.10.72.6.2, Received Date Stamping Requirements, for date stamping of multiple returns and documents received in one envelope. Below are procedures for assembling and routing multiple documents or checks:

    If... Then...
    "One remittance" is received with more than one return Assemble the multiple returns to the back of the first in a staggered format.
    "More than one remittance" is received with only one return or document Stagger the checks.
  10. Sort as a perfect payment; a notice(s) or check that contains a legible taxpayer name, TIN, one Master File Transaction (MFT) code, one or more tax periods, one remittance and as applicable: report number, designated payment code, and secondary transaction code.

  11. A remittance received alone in an envelope addressed to the IRS, no matter the condition (endorsed or not or made out to appropriate payee or not), must be date stamped on the envelope or check stub. Do not stamp over pertinent taxpayer information. Below are procedures for sorting checks as perfect or imperfect:

    If... Then...
    The check contains a name, one TIN, one form type, and one or more tax periods, Sort as "perfect" .
    Name, TIN, form type, or tax period is missing, or more than one TIN is shown, Sort as imperfect.
  12. Double check balance due returns or notices for the presence of a remittance.

  13. All types of remittance are picked up and taken to the Payment preparation area.

  14. See IRM 21.1.7.6.12, Processing Cash and Handling of Currency and Items of Value, for processing any return, document, or misdirected mail to IRS with an item of value other than a check or money order.

  15. See IRM 21.1.7.6.1.1, Large Dollars Remits, for procedures when remittance of at least $50,000 or more is discovered.

Large Dollar Remits
  1. When a remittance of one million dollars or more is discovered, the discoverer must immediately carry it to their Manager with the return or document. The Manager must immediately carry the remittance with the return or document to the Deposit Manager. The check must be handled expeditiously through Remittance Strategy - Paper Check Conversion (RS-PCC). If the check cannot be processed through RS-PCC, the manager immediately carries it to the Form 3210 preparation area for shipment to Submission Processing Deposit site.

  2. When a remittance of at least $50,000 but less than one million dollars is discovered, it must be batched and kept separate from regular remittance. It must be placed on the top of the work pile and flagged as large dollar. Each remittance of $50,000.00 or more must be processed by itself in a separate batch through RS-PCC.

Freedom Of Information Act (FOIA)
  1. For remittances and documents (Subpoenas or other court requests for IRS documents or testimony) received pertaining to the Freedom of Information Act, Right of Privacy, forward with Form 3210, Document Transmittal, to the following Disclosure Office address:

    Internal Revenue Service
    Central Processing Unit.
    4800 Buford Highway
    Stop 93-A
    Chamblee, Georgia 39901-0001

Sorting

  1. The United States Postal Service sorts and delivers mail by PO Box number. Extractors must maintain PO Box integrity.

  2. Mail received without a PO Box is sorted during extracting.

  3. Mail which cannot be identified by extractors is forwarded to the Mail Classification area.

Routing of Forms 1040X, Amended Returns

  1. The Ramp Down sites should route Form 1040X, Amended U.S. Individual Income Tax Return, without correspondence/notices to Submission Processing for processing. Andover, Brookhaven, and Memphis route Forms 1040X to Fresno. Atlanta and Philadelphia route Forms 1040X to Kansas City.

    Note:

    Correspondence attached to a Form 1040X refers to a written inquiry or information submitted by the taxpayer with the Form 1040X. It does not include documentation to support the changes reflected on the Form 1040X. For example, settlement statements and similar documentation required for the First-Time Homebuyer Credit are not considered correspondence. These types of cases should be routed to the appropriate Submission Processing site.

    Note:

    If CP 11 or CP 12, Letter 3064C, or Letter 4676C is received with Form 1040X, attach the CP or letter to the back of the Form 1040X and route to Submission Processing. Only route CP 11CP 12, Letter 3064C, or Letter 4676C withForm 1040X to Submission Processing.

    Note:

    These procedures are only for Forms 1040X received in Campus Support. If Forms 1040X are scanned into Correspondence Imaging System (CIS), do not route to Submission Processing.

  2. See Exhibit 21.1.7-17 for exceptions to the above procedures.

Routing of CP 08, CP 09, and CP 27

  1. If Campus Support receives any response to CP 08, CP 09, CP 27, route the responses to Submission Processing. Andover, Brookhaven and Memphis route the responses to Fresno. Atlanta and Philadelphia route the responses to Kansas City.

    Exception:

    If an IRS letter is attached to CP 08, 09, or 27, route to the correct area per the IDRS number on the letter. For additional information see Exhibit 21.1.7-10, Master File Letters Payments Processing Table.

    Note:

    The above procedures are only for CP 08, CP 09, and CP 27 received in Campus Support. If these notices are scanned into CIS, do not route to Submission processing

    .

Automated Substitute for Return (ASFR)

  1. Form 1040 series returns with the following characteristics should be sorted and routed to the ASFR Function. They are routed/transshipped to the correct site where the "ASFR" functions are located. The characteristics are:

    1. Form 3531 (PINK, not green) attached, or

    2. Letter 2566 (SC/CG), Letter 2566R or Letter 3219-N (SC/CG) attached, or

    3. "ASFR" is stamped or edited in the top margin.

    4. Any "loose" tax return (i.e., no form or notice attached) addressed to either the ASFR Mail Stop or P.O. Box in Brookhaven

    Note:

    Do not route any "ASFR" returns to Statute.

  2. Use the following chart to route to the appropriate ASFR function. Prepare a Form 3210 when transshipping outside of your campus and address it to ASFR/CSCO and correct Mail Stop number.

    If "ASFR" Return is received in: Route to "ASFR" in:
    Andover Fresno, Stop Number 81304
    Atlanta Brookhaven, Stop Number 654
    Brookhaven Brookhaven, Stop Number 654
    Memphis Brookhaven Stop Number 654
    Philadelphia Brookhaven Stop Number 654
  3. Do not route any "ASFR" returns to Statute.

  4. For additional information see IRM 3.10.72.8.1, Special Procedure(s) - IMF Returns.

Extracting and Routing - Form 3115, Application for Change in Accounting Method

  1. If the Form 3115 is attached to a return, do not detach. Move Form 3115 to the back and route the return for processing.

  2. When received "loose" , this form is not to be processed, nor payment deposited. Keep the envelope and staple to the back of the form, prior to routing to the correct address/Mail Stop, as identified below.

  3. If a remit is attached to the Form 3115, leave it attached to the Form. It is not to be deposited by the Campus.

  4. Use the following chart to determine where to mail the Form 3115 (and payment, if attached). Look at the check boxes for "type of applicant" , located below the Entity section to determine the type.

    If the Type of Applicant box is checked for: And Remit is Attached: And No Remit is Attached:
    Exempt Organization Internal Revenue Service
    Tax Exempt/Government Entities
    550 Main St. RM 4024
    Cincinnati, OH 45201
    Internal Revenue Service
    Tax Exempt/Government Entities
    550 Main St. RM 4024
    Cincinnati, OH 45201
    Other than Exempt Organization Internal Revenue Service
    Attn: CC:PA:LPD:DRU Room 5336
    1111 Constitution Ave., NW
    Washington, DC 20224
    Internal Revenue Service
    Attn: CC:ITA
    Room 4516
    1111 Constitution Ave., NW
    Washington, DC 20224

Form W-4 Procedures

  1. Employers are no longer required to submit "questionable" Form W-4 unless the IRS requests them in writing.

  2. If any Form W-4 is received, use the following table to determine disposition:

    If: And: Then:
    Form W-4 is attached to Form 3210, Document Transmittal Tax return is not present Destroy as classified waste.
    Form W-4 is attached to a tax return Move the Form W-4 to the back and route the tax return.
    Form W-4 (loose) No Form 3210 or tax return is present Destroy as classified waste.
    Form W-4 with correspondence Correspondence is addressing information on the Form W-4 Destroy as classified waste, ONLY if no question and TP is not expecting a response (i.e., FYI only).
    Form W-4 with correspondence Correspondence is requesting an action Route to Accounts Management.

Mail Classification (White Mail)

  1. Mail is sorted using local stop numbers and cross referenced to:

    1. IDRS Number

    2. Local notice routing list

    3. Transshipping

    4. Master File (Individual Master File (IMF), Business Master File (BMF), etc.)

    5. Stop Number

    6. Local Sort

    7. Transcripts

  2. Route mail based on the mail routing guides, per SERP Website under Who/Where at Campus Mailing Addresses and Campus Program Locator Guide.

  3. Additional routing information is available in Exhibit 21.1.7-15, Correspondex"C" Letters - Routing Guide, Exhibit 21.1.7-16, Computer Paragraph (CP) Notices - Routing Guide, Exhibit 21.1.7-17, Forms - Routing Guide, and Exhibit 21.1.7-18, Miscellaneous Documents/Forms/Correspondence - Routing Guide.

  4. If Accounts Management's work, route to be scanned to CIS. Correspondence Imaging System (CIS) will route the work electronically to the correct site.

    Exception:

    Form SS-4, Application for Employers Identification Number must be mailed to Cincinnati Accounts Management EIN Stop 532G.

Candling Procedures

  1. Candling is the process of visually inspecting all envelopes after extraction of contents to ensure there are no remaining documents and/or remittances. Candling is done by either:

    • passing the envelope over a light source to determine if any contents remain inside or,

    • slicing the envelope on three sides, unfolding it, and visually inspecting both sides to ensure no documents or remittances are adhering to the envelope.

  2. Candling is performed in two stages:

    1. Initial Candling is performed at the extraction table as part of the extraction and sorting process. The initial candling must be performed before the envelope is placed in the collection bag/container.

    2. Final Candling is a second visual inspection of the envelopes after the extractors’ bags/containers have been transferred to the final candling area. Final candling is performed by either passing the envelopes over a light source or slicing the envelopes on three sides and visually inspecting both sides to ensure no documents and/or remittances are adhering to the envelope.

      Note:

      If the envelope is to remain attached to the document, it must be sliced on three sides or pass the envelope over the light on an Extracting table, unless it's the fuzzy padded or the slick combination paper/plastic. An easy way to remember is: If it's not going to Final Candling (i.e., you're not dropping in your bag for a "second review" ), you must slice on three sides or pass the envelope over the light on an Extracting table to reduce the number of Discovered Remits.

  3. Extractors perform Initial Candling at a Tingle Table by:

    1. Slicing envelopes on either one side or three sides (with a few exceptions),

    2. Extract all contents, and

    3. Always run the "see through" envelopes sliced on one side across the light on the Extraction table to check for any remaining contents before dropping into container.

    Note:

    If a campus has to use six ft. tables (or desks without lights) during peak season to Extract, the envelopes must be sliced on three sides. If a site elects to slice all envelopes on three sides, it is not required to use the light on the Tingle table.

  4. Use the following chart to determine the proper Initial Candling procedure for the various types of envelopes:

    If the envelope is: Then:
    normal letter size envelopes or what we refer to as "see-through envelopes" , Slice on one side or three sides. Follow local procedure.
    • Padded with plastic bubble material

    • Cardboard (Overnight envelope)

    • Opaque (non"see-through" ), ANY size

    • Thin plastic that will slice using your slicers

      Exception:

      Combination paper/plastic and "fuzzy" padded envelopes

    Slice on three sides.

    Note:

    If slicing on three sides, the Extractor can turn the light "OFF" , if the light or heat is bothersome. For the Monthly Review , this table would be designated "Not in Use" , meaning the light is not in use if at the time of review, the person sitting at the table is slicing on three sides.

    Combination "paper/plastic envelopes " (usually white (with windows) and green diamond shape marks) Open the end, extract contents, and manually search the inside for any remaining contents before dropping in your Extractor's bag. You do not have to slice them.

    Note:

    Any type of envelope that is specifically designed not to cut or tear easilydoes not require slicing on three sides, unless you want to. Generally, the material content is "slick" and designed to make items easily fall out. Watch out for any static electricity on some of the plastic envelopes, which tends to make items "cling" to the envelope.

    the envelope contains "fuzzy padding" Do not slice on three sides or intentionally cut into the fuzzy part of the envelope. See additional information below.
  5. For the envelopes with the "fuzzy padding" , it is recommended that each site sort them separately from the other fats/flats. Extraction area can rotate opening of these envelopes among all extractors, (i.e., set up a daily rotation among all in a Unit). This will allow the person to prepare by dressing appropriately, securing a face mask, or paper gown, if desired. Try to use the pull tab on the envelope or detach the staples/tape on the end of the package to open the envelope without cutting into the fuzzy padding. Do not slice on three sides or intentionally cut into the fuzzy part of the envelope. Once contents are extracted, drop these envelopes in a separate tagged bag from your other extracted envelopes. This ensures that the fuzz is not distributed throughout your other bagged envelopes and onto the Final Candling table (and those individuals).

  6. An Identifying Tag must be placed inside or on the container (e.g., bag or container) of all extracted envelopes during Initial Candling. The Identifying Tag (Form 13870 or one locally developed) must contain, the extracting employee’s full name, Standard Employee Identifier (SEID) and the received date. If the extraction date is different than the received date, show both dates on the Identifying Tag. Prior to transporting the bags/buckets to the Final Candling area, someone other than the person who performed the Initial Candling should ensure that the tag is enclosed/attached. If tag is not visible, the "sweeper/runner" should request one from the Extractor prior to transporting to the Final Candling area. The tag should be placed in the bag so that it is easily visible when picked up. Place the tag either as the first item in the center bottom or on top of the contents of the bag. If your campus uses "stickers" , make sure all old stickers are clearly "Xed" (or deleted) before placing your new one on the bag. If your campus uses the red (or colored) buckets (similar to USPS containers), ensure the tag with your Name, SEID and received date is attached.

  7. After the bags have been securely tied at the top to ensure no contents can fall out in transit to the Final Candling area, the "runner/sweeper" will transport them to the Final Candling area. They will be staged and worked in received date order. Ensure that the bag is in good condition (no visible holes) before you begin extracting.

  8. SCAMPS defines Flats/Fats based on the size or thickness of the envelope and the capability of the machine to sort and slice it. However, for Extraction of the contents and Candling purposes, we will follow guidelines based on whether "see-through" , the Extractor's ability to easily cut/slice the envelope easily and quickly, or if the fabric content of the envelope is designed for contents to slide out (which are usually the ones with more plastic content than paper). Always remember that the purpose of Candling is to ensure that no contents are left in the envelope. Final Candlers may identify envelopes that are not sliced on three sides, but the harm to the taxpayer is when items are left in the envelope and not processed timely.

  9. Final Candling has several definitions based on the type of envelope, but it is the final search prior to destruction to find any remaining contents following Extraction.

    1. Final Candling of all "see-through" envelopes is when envelopes that are sliced on one side are again passed over a light source which meets the minimum standard (on a Final Candling or Extracting Table). If "see-through" envelopes are sliced on three sides, then only check to ensure all contents are removed. This can be performed with, or without a light source.

    2. If you are unable to "see through" the envelope using a light source, the envelope must be manually searched for any remaining contents. If the envelope is a "heavy duty" bubble material, cardboard, or thin plastic, ensure that it was sliced on three sides and all contents extracted.

    3. If the envelope is a "paper/plastic" type material, manually search the inside to ensure no contents remain.

    4. The "fuzzy padded" envelopes should be in a separate bag. Manually search inside the envelopes for any remaining items and drop them back in the same bag for destruction (or with other ones, if ready to be destroyed). Do not intentionally put the envelope on the table. Try to prevent spilling the dust on the table surface.

  10. Initial Candling and Final Candling must be performed by an employee in the Restricted Area (Campus Support). During Initial Candling, there should be another individual nearby or in the same unit/group. Final Candling is generally performed at large Final Candling tables, but can be done at an Extraction table. Final Candling should be performed no later than three business days after Extraction (five business days during Peak Processing) to meet your Campus Deposit Timeliness Measure.

  11. Boxes, carts, crates, etc., should not block the view of any employee performing Final Candling work. Any employee performing Final Candling should be in clear view of another employee and both must be stationed in the Restricted Area. These Final Candling rules apply whether performed at the big tables, or at Extraction Tables. Consider the layout of the restricted area when seating employees to ensure maximum visibility during Final Candling.

  12. If the light on your Extracting Table or Final Candling Table appears to be dim, or dimmer than normal, contact your Manager to perform the light meter test. If not meeting the minimum standard of 174 FC (Foot Candle) or greater, move to another table until a new bulb is installed.

  13. Any Non-Remit item or any envelope not properly sliced found during Final Candling will be given to management to provide feedback to the Extractor. The item should be attached to the Extractor's Identifying Tag when routed to the Manager. The Manager will determine the disposition of any item found. Non-Remit items do not have to be recorded on the Form 13592, Final Candling Log.

    Note:

    Any Certified green postcard still attached to the envelope should be returned to the Manager. "Click and Ship" envelopes from the USPS should not be returned to the manager as a "find" .

  14. All Remit items, will be recorded on the Form 13592, Final Candling Log, by the employee (or designee) and dropped in the locked, secure container Ensure that any checks/money orders found are properly overstamped and attached to the identifying tag (should include Extractor's SEID, the official Received Date, etc.). There are two options for completing the Final Candling Log. In either case, the tag and remit item(s) must be "double paper clipped" (the top and side) together and dropped into the secure container. In either case, you cannot record the items until you have completed candling the entire bag:

    1. The employee (Candler) who found the item completes the entire line entry on the Log, including time when you completed the information, or

    2. The employee who found the item only completes Date and time, their SEID, and Amount (or at the manager's discretion, the manager, or designee can complete it for the employee). The Designee will open the locked container, extract the contents and match up the SEID from the tag and amount on the check, and complete the remaining line items. The Manager (or designee) will sign in the "RC Initials and Date" column to verify all line entries against the contents.

      Note:

      According to IRM 1.4.6.5.1(3), Minimum Protection Standards (MPS), a locked container is "any metal container with riveted or welded seams which is locked and to which the keys and combinations are controlled" per IRM 1.4.6.5.6(2), Key and Combination Control.

    3. Any remit $5,000 or greater should be deposited on same day as discovered, if found before the cut-off for the daily Deposit. Establish a local procedure to notify the Manager that a large remit has been found. See IRM 21.1.7.6.9 (17), Candling Procedures. Once Deposit has signed for the Remits, the Bag Tag should be given to the appropriate manager to provide Feedback to the Extractor who left the remit inside the envelope.

  15. The Manager must review the Form 13592, Final Candling Log and validate that all available information is correctly entered and remittance amount matches the content found. The employee who found the remit must complete the following columns on the Form 13592 in non-erasable ink:

    • Today's Date - Enter the date and time in the first and last entry and draw a line for the ones in between, since only one day per sheet.

    • Item Discovered Name/TIN - Enter Name Control and last four digits of the TIN or abbreviate name to shorten the entry, as long as the Manager and Deposit can match the remit to the Taxpayer.

    • Name/ID Number of Identifier - It is suggested that you use SEID or some type of Employee Number, instead of Name.

    • Employee Name/Number - It is suggested that you use SEID or some type of Employee Number, instead of Name.

    • $ Amount Identified - Write the amount legibly. It is not necessary to complete the Total Amount at the bottom of the page, unless local management wants it.

    Note:

    If a log entry is made, then deleted, write an explanation for the correction and draw a corresponding arrow to the deleted line entry. Following the explanation, both the employee and Manager must Initial and date, indicating acceptance of the explanation/reason for the deletion.

    Note:

    For work days when there are "No Candling Finds" , indicate this and the date on either a separate sheet, or on the previous day's sheet. This enables the reviewer to verify that a sheet is not missing from the log. This is not necessary for weekends and holidays.

  16. The Manager will complete "RC Initials and Date" column, then make a photocopy. The Manager will take the Original and Photocopy of the log, along with the remit(s) to the Deposit Function. This transfer of remit(s) to Deposit must be performed as many times in a day as necessary to ensure timely deposit rules are met. At a minimum, it must be done once daily, at a designated time set by Deposit that will allow them enough time to process the payment through RS-PCC. All remaining remits found in Final Candling after the last daily transfer must be stored in a secure box or designated area temporarily, or overnight. Any remit of $5,000 or more must be deposited on same day discovered, if possible. The previous day's remit items will be taken to Deposit the following day in the first transfer. Make every attempt to get your Friday finds to Deposit in time for them to process them. Be especially careful that only small volumes of Candling finds are held over a weekend, especially a holiday weekend.

  17. Upon receipt of the Remit(s) and the Log Sheet, a designated Deposit employee will initial and date the original copy of the Form 13592 log, indicating receipt of the Remit in the "Deposit Initials and Date" column. Leave the photocopy of the log with Deposit function and return the original signed (initialed) copy of the Form 13592 log sheet book to the Final Candling area. You can continue filling up the entire page if it is the same workday. If the sheet is full, another sheet started, or more than one sheet was needed for the same day, mark the sheets "Page 1 of X" , etc., at the end of the day, or before starting a new sheet the following workday.

  18. Form(s) 13592, Receipt and Control Final Candling Log, (May 2008 revision) must be kept in the Final Candling area for recording any contents found during Final Candling. All logs must be kept in one logbook separated by Month tabs in consecutive date order. Retention period is one year, including the current month for the log sheets. The Logbook must be available for the Monthly reviewer.

  19. After Final Candling, the envelopes will be placed in secure containers prior to destruction, recycling, etc., The manager will instruct you where to place the containers of empty envelopes, adhering to guidelines in IRM 1.4.6.5.17, Disposition and Destruction. Do not use the empty envelopes for any purpose, such as storing items, displaying on the wall as a "Job Aid" , etc., Refer to IRM 10.5.1.5.1, IRS Employees.

  20. Candling Equipment Maintenance - (for Management Officials Only)

    1. Candling equipment, on both initial and final candling tables, must be adjusted as necessary, to maintain maximum envelope recognition.

    2. Maximum envelope recognition is determined by the measurement of foot candles (FC) through use of a light meter. The light source must meet the minimum standard of 174 FC on all Extracting Tables and Final Candling tables, whether they are in use, or not. The lights must meet the standard at all times. Bulbs that do not meet the minimum requirement must be replaced.

    3. Testing of the candling equipment must be completed twice yearly. Ensure testing is completed prior to peak time-frames.

      Note:

      This is a minimum standard. The individual campus can increase reviews at their discretion based on findings.

    4. Management or designated Management Official must complete Form 14001, Candling Equipment Review Log, to verify lights are meeting minimum requirements. If lights do not meet minimum requirements, actions taken to correct the deficiency must be shown on the log. Retention period for Form 14001, Candling Equipment Review Log, is one year, including current month.

Attaching Envelopes to Returns and Documents

  1. Attach envelopes to the back left side of returns or documents in a vertical position ensuring postmark is facing outward. When envelope is too long, attach in a horizontal position.

  2. If you attach the envelope to a tax return or correspondence, you must slice the envelope on 3 sides or pass the envelope over the light on an Extracting table.

    Exception:

    The only envelopes that do not have to be sliced are the fuzzy, padded or slick ones that are designed to not tear as outlined in IRM 21.1.7.6.9, Candling Procedures. Manually search inside the envelopes for any remaining items.

  3. For the larger USPS, FedEx, UPS, etc., envelopes/fats/flats/packages, you can either: tear the shipping label off of the envelope/box and attach to the back of the return in the upper left with the postmark/shipping label facing outward, tear off the back side of the envelope, fold the remainder in half, and attach to the back of the return with the postmark/shipping label facing outward.

  4. Always attach envelopes and stamp received date on the following:

    1. Fiscal year returns

    2. All Form 1040 series marked "KIA"

    3. All Form 720

    4. Automated Collection system (ACS) mail and Compliance Services Collection Operations (CSCO)

    5. Delinquent Returns

    6. Prior year and Statute Returns

    7. Returns missing entity information

    8. Centralized Insolvency mail

    9. Responses to IRS initiated mail, such as CP notices, "C" Letters, Forms, and Balance Due notices - place the IRS notice, letter, or form on top.

      Exception:

      If CP 211A is attached to an Exempt Organization (EO) return Form 990, Form 990-EZ, Form 990-PF, Form 990-T, Form 990-BL, Form 1041-A, Form 4720, Form 5227, Form 6069, or Form 8870), move the CP 211A to the back and route to Ogden Submission Processing.

    10. All correspondence, including taxpayer initiated correspondence or correspondence written on behalf of the taxpayer from a Tax Preparer, Accountant, etc.

    11. All BMF returns, except only late filed Form CT-1, Form 940, Form 941, Form 943, Form 944, and Form 945 series

    12. Letters 2566 (SC/CG), Letter 2566R, 3219-N (SC/CG), pink Form 3531, or any attachment indicating "ASFR"

    13. All Form W-7, Form W-7A, and Form W-7(SP)

      Note:

      When a Form W-7/Form W-7(SP) is attached to a Form 1040 series return(s), always date stamp Form W-7 and all returns, and attach the envelope to the return with the earliest tax period (transship to Austin Submission Processing Center (AUSPC).

    14. All amended returns, including Form 843, Form 1045, Form 1139, Form 8379, and Form 8849

    15. Undeliverable mail

    16. Form 8857, Request for Innocent Spouse Relief, prior to transshipping to CSPC

      Note:

      If a Form 8857 is attached to a return, keep together and date stamp both.

      Note:

      If a Form 8857, Innocent Spouse Relief, is attached to a notice/letter (front or back), detach it and write "Detached F 8857" on notice/letter and date stamp both. "Expedite" the Form 8857 to CSPC, Stop 840F. Route correspondence to appropriate function.

    17. Any return with a notation of "6020(b)" , a "TC 59X" or "ICS"

  5. When multiple returns or documents are received in one envelope and each requires an envelope, attach envelope to oldest tax period return and stamp the received date. On the remaining returns, use a Dual Date stamp or stamp the postmark date on the others on the top left side margin with the earliest postmark date shown on the envelope and the received date in the normal area. For envelopes that do not specify the postmark date or drop-off date, refer to IRM 3.10.72.6.2.4, Determining Postmark Date, to determine the postmark date to stamp.

    Exception:

    For Form 1120, Form 1120C, Form 1120L and Form 1120PC with box 1a or 1b checked (box 1 for 2006 and prior returns), only date stamp the parent return. Do not remove any attachments or separate the subsidiary returns. Treat as one return.

  6. When any "Amended Return", "Claim for Refund", or "Request for Abatement" (e.g., Form 1040X, Form 1120X, Form 720X, Form CT-1X, Form 941X series, Form 1045, Form 1139, Form 8379, or Form 8849) is received:

    1. Staple envelope to the back left side of the form.

    2. Stamp the received date on the form.

    3. Attach Form 843 to back of returns, when received with amended returns. Do not process separately. Do not detach duplicates or copies from returns.

    Note:

    Expedite/Route all Form 1040X with a notation of "NOL" , "Carryback" , or the box is checked on Line 1 (new revision) or Page 2, Part II are routed to ICT. Keep Form 1040X attached.

Tax Returns Addressed to IRS, Which Should Have Been Filed With State/Local Jurisdictions

  1. Take the following actions for any tax returns received in an envelope addressed to IRS which should have been filed with a state or local jurisdiction, the District of Columbia, the Commonwealth of Puerto Rico, Guam, Virgin Islands, Northern Mariana Islands, and American Samoa or any possession/territory of the United States.

  2. With-Remit: When a federal return is received with state mail or correspondence for the State:

    IF Then
    Money amount on check matches state document Send check and document to state.
    Money amount on check matches federal document Send to Deposit, even if made payable to state. These checks are overstamped with "United States Treasury" stamp.
    Money amount on check does not match either state or federal documents Send as unknown to Payment Perfection.
    Check received without federal or state document Send as unknown to Payment Perfection.
    Checks made payable to other agencies or third parties Do not overstamp checks with a United States Treasury stamp.
  3. Non-Remit: When a Federal return is received with state mail:

    If Then
    All Form W-2, Wage and Tax Statement, are for the state Send to the state.
    Original and copy of federal return is received with state Forward original Federal return with Copy B of Forms W-2 to Submission Processing. Forward the state returns and copy of federal return to the state.
  4. Route all loose State tax returns, as well as a taxpayer's State e-file form(s) such as Form 8453, Form 8453-OL, or Form 8454 to the appropriate state.

  5. Route all misdirected State mail to the appropriate state, unless a copy of a State tax return, or other State documents is attached to one of the following. If attached, keep together and route to the appropriate function.

    1. CP 2000

    2. Collection letters

  6. When erroneously mailed/delivered returns to a state agency are received by IRS ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ , if envelope is addressed to state agency, then date stamp return with IRS received date, and attach envelope. If no envelope is available, date stamp return and consider not timely filed.

  7. Envelopes addressed to IRS that are erroneously delivered by postal service to the state taxing agency, are considered timely if:

    1. Envelope postmark is timely, or

    2. Envelope is missing, but State agency received date is timely.

Processing Cash and Handling of Currency and Items of Value

  1. When U.S. currency is received in any amount in the Extracting function, it must immediately be taken to the manager.

    1. The currency must be counted by the discoverer and manager.

    2. The manager must prepare Form 4287, Record of Discovered Remittances, to record the finding of the currency. The form preparation is self-explanatory.

    3. The discoverer and the manager must initial the recorded entry on the Form 4287. The manager must place the currency with the related return or document with which it came, in an envelope with a notation that corresponds with the entry on the Form 4287. The manager must place the envelope in a lockable container kept in their custody in accordance with IRM 10.2.11, Basic Security Concepts. Only the manager and a designated employee are permitted to have the keys/combination to the lockable container.

    Note:

    If U.S. currency is received with another payment, convert the cash to a check or money order. After conversion, process both payments through RS-PCC. If unable to process through RS-PCC transship both payments to Submission Processing Support site to be processed together. See IRM 21.1.7.7, Cash Payments and Cash Conversion, for additional information for processing cash.

    Note:

    When U. S. currency, gold coins, is received from a taxpayer, transship to Submission Processing Support site. They will contact the Property Appraisal and Liquidation Specialist.

  2. If Debit Cards are returned by another taxpayer (delivered to an address where recipient does not reside) or intercepted by the USPS (will be returned in a USPS envelope and contain a note indicating "possible fraud" ), (do not slice the envelope from the debit card company). If the envelope was sliced, staple or tape it back together.

    Note:

    If a taxpayer returns a combination of Treasury Checks and debit cards, keep the entire submission together and send the complete "package" to IVO External Leads in Fresno, using the address shown below.

    1. Date stamp the front of the envelope (below the Return Address) if intercepted by the USPS. If returned by another taxpayer, date stamp the correspondence, attach envelope, and date stamp the front of the debit card envelope.

    2. Photocopy the front of the debit card envelope showing both addresses (Return Address and Recipient's address) and date.

    3. Complete a Form 3210, Document Transmittal, indicating the total volume of envelopes/debit cards and mail the complete package (e.g., all photocopied pages and original debit card envelopes) to Fresno.

    4. Hold the items in the safe or lock cabinet, if unable to meet the UPS deadline for pick-up on that day.

    5. Use the following address to mail Debit Cards to Fresno:

      Internal Revenue Service

      5045 East Butler Avenue

      Fresno, CA 93727

      Stop 23101

      ATTN: Jeff Cole

  3. When any item of value, other than U.S. currency is discovered, see IRM 21.1.7.9.17, Unacceptable Payments. An item of value can be gold, silver, jewelry, savings bonds, postage stamps, Treasury notes/bonds, stocks, etc.

    Note:

    If a taxpayer or the USPS sends us any "possible fraudulent" Refund Checks, personal (or 3rd party checks) for repayment of cashed refund checks, these will be routed to IVO in Fresno. Refer to the chart in IRM 21.1.7.6.1(3), Extraction of Envelope Contents with Remittance.

  4. Foreign currency is not acceptable for payment of federal income taxes. When foreign currency is received in the mail, it must be converted to U.S. dollars. Transship foreign currency to Submission Processing.

    Note:

    These procedures are for foreign currency only, not coins, which are considered of too insignificant in value to convert and ship back to the issuing country.

  5. When postage stamps are received in amounts less than $3, cross through and permanently affix stamps to related return or document and retain in regular work-flow.

  6. A teller from the Deposit Function is responsible for collecting the locked container contents. If the discovered item(s) is not retrieved at least once daily, per shift, the Extracting Manager will inform the Deposit Manager. The Manager will open the envelope(s) and verify the content with the teller. The teller must initial and date the Form 4287 that the items listed were received. The Manager retains the duplicate copy as proof of discovery and gives the item to the Deposit Function with the other 2 parts of the Form 4287.

  7. Please refer to IRM 3.8.46, Discovered Remittance, for complete processing instructions.

Processing Refund Anticipation Loans Checks

  1. When a refund anticipated loan check is intercepted and returned by the bank, route the payment to Integrity and Verification Operation (IVO) (formerly AMTAP) at the address below on a separate Form 3210, Document Transmittal by Overnight Traceable Mail Delivery. In the remarks section of the Form 3210 write "Anticipated Loan Check" .

    Internal Revenue Service

    Attn: IVO Management

    Stop M2004

    5045 East Butler Avenue

    Fresno, CA 93727

  2. Whenever a taxpayer returns a Refund Anticipation Loan check with correspondence indicating that ID Theft may be involved, (typically in these cases, the taxpayer will claim they were not entitled to the refund) or if an Integrity and Verification Operation (IVO) (formerly AMTAP) issued letter (i.e., 4115C or 4464C) is attached, route the check and correspondence to the following address on Form 3210 by Overnight Traceable Mail Delivery.

    Internal Revenue Service

    Attn: IVO Management

    Stop M2004

    5045 East Butler Avenue

    Fresno, CA 93727

IRS Refund Repayments

  1. If remittance, tax return, or document indicates the payment is for the erroneous portion of a refund that the taxpayer believes is too large an amount, or any credit the taxpayer feels they are not entitled to, transship to IVO at the address below on Form 3210.

    Note:

    Whenever a taxpayer repays a refund they feel they are not entitled to and correspondence indicates that ID Theft may be involved, or if an Integrity and Verification Operation (IVO) (formerly AMTAP) issued letter (i.e., 4115C or 4464C) is attached, route the check and correspondence to the following address on Form 3210.

    Internal Revenue Service

    Attn: IVO Management

    Stop M2004

    5045 East Butler Avenue

    Fresno, CA 93727

Sorting and Routing Automated Collection System Mail

  1. Automated Collection System (ACS) mail is usually identified upon receipt through the special ACS post office box. All imperfect ACS mail with-remit or payment with indication of "levy" must be sorted and routed to Payment Perfection (including the Source Document or a copy) for IDRS research to post to the earliest CSED. Sort and route all non-remit ACS mail to ACS Support.

  2. The designated Post Office Boxes for ACS mail are:

    Wages and Investment ACS Support Sites
    Fresno
    Internal Revenue Service
    PO Box 24017
    Fresno, CA 93779
    Control Base Number:0772200001
    Kansas City
    ACS Support
    Stop 5050 or without a stop number
    PO Box 219420, 219236, or 419236
    Kansas City, MO 64121-9236
    Control Base Number: 0772200001
    SB/SE, TE/GE and LMSB ACS Support Sites
    Cincinnati
    Internal Revenue Service
    ACS Correspondence
    PO Box 145566
    Cincinnati, Ohio 45250–5566
    Control Base Number:
    0272000001
    Philadelphia
    Internal Revenue Service
    ACS Correspondence
    PO Box 8208
    Philadelphia, PA 19101-8208
    Control Base Number:
    0566100001
    Kansas City
    Internal Revenue Service
    PO Box 219690
    Kansas City, MO 64121-9690
    Control Base Number:
    0566100001
  3. Always date stamp ACS mail and attach the envelope. If correspondence or multiple forms with multiple remits come in the same envelope, try to match up the individual remit with the source document, then route to Deposit in the correct order.

  4. In addition to the unique PO Box for ACS mail printed on the notice, ACS mail is also any Form 668-A(c), Form 668-W(c), Form 668-W (ICS), Form 8519, or LT/LP letter.

Cash Payments and Cash Conversion

  1. Campus Support must convert cash payments to check or money order, within 24 hours of receipt from the taxpayer, before sending for processing. To minimize the risk of losses, convert cash to a bank draft or money order by the close of the business day on which it was collected, or as soon as possible on the next business day.

    Note:

    If your campus does not have an on-site credit union, cash may be converted weekly if it is less than $5,000.00.

  2. Use Standard Form 1034, Public Voucher for Purchases and Services Other Than Personal, to apply for reimbursement of cash conversion expenses.

  3. Any cash found must be counted, listed on a Form 4287, Record of Discovered Remittances, and secured in locked container until the designated employee retrieves it for processing.

  4. Form 4287, Record of Discovered Remittances, must be prepared each day for cash received. If zero cash is received, it must be documented on a Form 4287 for control purposes.

  5. Daily, the designated employee must retrieve the cash from the locked container for verifying and preparing the cash for the deposit. For cash received through Extraction, there must be two employees counting and verifying the cash. Take the following actions for cash receipts:

    1. Remove cash from the locked container.

    2. Keep original Form 4287 with cash package and leave copy with Extraction clerk.

    3. Verify, review, and balance Form 4287.

    4. Verify remittance, cash, taxpayer information, and returns/documents to Form 4287 with designated extraction clerk.

    5. Notate any changes or corrections to Form 4287 in green and initial both copies of Form 4287.

    6. Open envelopes and verify contents to Form 4287.

    7. Verify money amount listed on Form 4287 by preparing an adding machine tape.

    8. Add cash only and edit total in green on Form 4287 under "Amount of Remit" column after last taxpayer entry.

    9. Add checks and money orders and edit total in green on Form 4287"Amount of Remit" column after cash total.

    10. Add cash, checks, and, money orders, and edit grand total in green on Form 4287 below check and money order total.

    11. Designated employee must initial next to grand total of cash deposit.

  6. After verifying and balancing the cash to the Form 4287, prepare Form 2679,Teller's Daily Balance and Reconciliation.

    1. Count coins and currency by denominations.

    2. Verify that bills are legitimate with a counterfeit marker.

    3. Complete Form 2679, in duplicate.

    4. Make a calculator tape from Form 2679.

    5. Enter cash amounts only, start with pennies.

    6. Date stamp today's date.

  7. Take only cash to credit union and convert cash to money order. If a financial institution asks the employee to complete a Currency Transaction Report (CTR) when more than $10,000 is being converted, point out that there is an exemption in the Treasury Regulations [31 CFR 1020.315 subsections (a) and (b)]. The regulations state that:

    • "No bank is required to file a report [for a transaction in currency of more than $10,000] with respect to such transaction in currency between an exempt person and such bank" .

    • "Exempt person" is "a department or agency of the United States" .

  8. Take the following steps after converting cash to bank draft or money order.

    1. Make bank drafts or money orders payable to "United States Treasury" .

    2. Staple stub/receipt of money order to shuttle tape.

    3. Record the name of the issuing financial institution or money order vendor, the serial number, and the date of conversion in the block provided on Part 3 of Form 809, Receipt for Payment of Taxes.

  9. Complete Form 809 with all information that applies to the payment.

    • Taxpayer Identification Number

    • Name Control

    • Tax Form Number

    • Tax Period

    • MFT

    • Type of Payment

    • Name

    • Address

    • Signature of IRS Employee

    • IRS Received Date

    • Employee SEID Number

    • Designated Payment Code (circle one of the pre-printed DPC's or write in the appropriate code)

    • Assessed Amount

    • Other TC

    • Total Amount Received

    Note:

    When cash is received and you are unable to identify the taxpayer, complete the Form 809 with unknown for the missing information and attach part two behind part three. Send the money order to Ogden to be processed.

  10. Complete Form 809, Receipt for Payment of Taxes, in received date order, for each taxpayer for whom cash was received and:

    1. Determine if payment can be processed through RS-PCC.

    2. Tear out parts 1 and 3 of Form 809.

    3. Annotate RS-PCC in the memorandum space of Form 809 part 3 for payments processed through RS-PCC.

    4. Staple parts 1 behind part 3 of payments processed through RS-PCC and transship them to Submission Processing.

    5. Transship part 1 and 3 with remittance to Submission Processing if unable to process payment(s) through RS-PCC.

    6. Make copy of any necessary correspondence or return as source document and route original to appropriate area.

    7. Mail Part 2 to the taxpayer with Notice 428, Thank You (Notice to taxpayer acknowledging receipt of cash payment).

    8. Add remittance amount from receipts on adding machine and compare with line 12 of Form 2679.

    9. Annotate used receipt numbers of Form 809, on Form 2679.

    10. Errors on Form 809 must result in voiding and making new Form 809.

    11. Enclose Parts 1 and 2 of voided Form 809 with cash package.

    12. See IRM 21.1.7.8, Form 809, Receipt for Payment of Taxes, for additional information.

  11. Prepare a cash folder and include the following items:

    1. Calculator tape and stub/receipt of money order

    2. Parts one and two of Form 809, Receipt for Payment of Taxes (enclose VOIDED receipts)

    3. Original and copy of Form 2679

    4. Returns/documents prepared for manual processing

    5. Balanced Form 4287

  12. Retention for Forms 4287, Record of Discovered Remittances, is one year after the end of the processing year per Document 12990, Records and Information Management Record Control Schedules, Tax Administration – Wage and Investment (Job No. NC1-58-85-10, Item 137).

  13. Retention for Forms 2679, Teller's Daily Balance and Reconciliation, is one year after the end of processing year per Document 12990, Records and Information Management Record Control Schedules, Tax Administration - Wage and Investment (Job No. NC1-58-85-10, Item 131).

Form 809, Receipt for Payment of Taxes

  1. Ogden Submission Processing issues all Form 809 books to authorized employees in Campus Support sites.

  2. Management must authorize at least one individual and one backup individual to issue an official receipt to every taxpayer who sends in cash. The Campus requires strict control of cash and Form 809, Receipt for Payment of Taxes, receipts.

  3. An initial book of Forms 809 must be requested by authorized memorandum from the group manager or an official approved by the Director. The memo must identify the operating division and management hierarchy down to the group level. This is necessary to ensure the information is on file if accountable officials have to be contacted. The employee must sign the Receipt page found in front of a Form 809 receipt book. They must return this signed receipt/acknowledgment to Ogden Submission Processing Teller unit within five workdays after receipt. If the receipt page is inadvertently missing or lost, an acknowledgment memorandum must be prepared and provided to Ogden Submission Processing. The original authorization is kept on file within the teller unit function.

  4. A receipt book is assigned for the exclusive use of the intended employee only. It is not transferable. When Ogden Submission Processing issues a Form 809 book to an authorized employee, they record the serial number of the book issued. Employees are required to maintain strict control of their Form 809 receipt book and the individual receipts. Employees are only allowed to have one assigned Form 809 receipt book at a time.

  5. Form 809 must be handled with the same care and precision as cash.

    1. Form 809 book holders must not have sensitive command codes in their IDRS profiles.

    2. Form 809 book holders must report to a first level manager.

    3. Form 809 must be printed clearly and legibly so that there are no inconsistencies on carbon copies and the receipt is legible on all four parts.

    4. Money amounts must be verified and issued only for amount of cash received.

    5. User fee, or only one tax period, must be listed on Form 809.

    6. Form 809 book holders must acknowledge they have received a book in writing within five workdays. Complete the acknowledgment page in the front of the book and return to Ogden Submission Processing.

    7. Receipts must be issued in numerical sequence by serial number. The lowest number receipt must be used first and continue to issue receipts in numerical order.

    8. Upon issuance of the 40th receipt, a second book may be ordered by using the reorder form in the back of the book. Complete, sign and send to Ogden Submission Processing.

    9. Form 809 must have a correct and unaltered signature of the employee to whom the book was issued.

    10. Form 809 is used as a posting document. Prepare a separate receipt for each tax period, type of tax, or user fee covered by the payment.

    11. Forms 809 must be reviewed and balanced by manager or designee, prior to mailing.

  6. When a Form 809 is prepared for payments that cannot be processed through RS-PCC, the Form 809 must be sent to Ogden Submission Processing for processing. AM Campus Support

  7. Managers must conduct reviews of each employee's receipt book at least annually and adhoc reviews periodically to ensure all receipts are accounted for.

Payments

  1. Accounts Management is committed to ensuring payments are processed within 24 hours. For payments processed through the Remittance Strategy - Paper Check Conversion (RS-PCC) system, the 24 hour deposit standard is met by scanning the paper check and submitting it for deposit no later than the first business day after the date of receipt of the check. As we move toward attaining that goal through improved technology, it is of the utmost importance to process the largest amount of money in the shortest possible time frame in order to maintain good cash management practices.

  2. If Campus Support is unable to process the imperfect payments through RS-PCC within 24 hours, but they can process the payments the next day without an impact to the next day's receipts, they should not transship the payment to Submission Processing, but hold the payments and process the payments the next day.

  3. Remittances of $50,000 and over must be processed by the next business day of the campus received date. All attempts must be made to process these items the same day of extraction or no later than the next business day. Each remittance of $50,000.00 or more must be processed by itself in a separate batch through RS-PCC.

  4. Remittances of $100,000 or more must be processed on the day of extraction. When checks of $100 million or more are received, the check must be photocopied and immediately faxed to the deposit support site.

  5. Management at all levels must monitor the flow of receipts to ensure that this objective is achieved.

  6. Payments received with correspondence or returns must be picked up continually during all shifts by assigned sweepers.

  7. Payments not processed through RS-PCC must be shipped to the Deposit site on the received day when possible, but no later than the next business day.

  8. Checks and money orders are made payable to "United States Treasury" .

  9. After payments are received from Extraction, payments are pre-batched into three categories:

    • Perfect payment (a perfect item is a notice(s) or check that contains a legible taxpayer name, TIN, one MFT code, one or more tax periods, one remittance and as applicable: report number, designated payment code, and secondary transaction code).

    • Imperfect payment with taxpayer's names and TIN, but does not contain one or more elements necessary for processing.

    • Imperfect payment without taxpayer's name and TIN. These payments need additional research.

  10. After the payments are pre-batched, they are taken to the Payment Preparation area and sorted into:

    1. Form 1040 series, Form 4868, and Form 4506

    2. Form 94X series, Form 5330,Form 1120,Form 1041,Form 706,Form 7004, and Form 8813

    3. Notice coupons/stubs

    4. Form 1040ES, and Form 1040V

    5. Form 1040X

    6. CP 2000

    7. IMF Correspondence

    8. BMF Correspondence

    9. SFR

    10. Form 9465 and Form 433D

    11. BMF CP 504

    12. Form SS-4

    13. ACS

    14. Big/Large checks

    15. Form 2159

    16. Government checks

    17. Original returns with statute criteria

  11. After the sorting process, payments must be screened for the following issues:

    1. Overstamping - IRM 21.1.7.9.12

    2. Remittance Not Payable to United States Treasury - IRM 21.1.7.9.13

    3. Government Checks - IRM 21.1.7.9.15

  12. Campus Support must route imperfect payments to Payment Perfection for research.

  13. Campus Support must be aware of questionable remittances that resemble checks and money orders, but which are fake, bogus and/or counterfeit. These remittances are not certified by any institution and they are non-negotiable. Do not process questionable remittances via RS-PCC or PCC. Campus Support must become familiar with the characteristics of questionable remittances in order to be able to identify when one is received. Refer to IRM 21.1.7.9.29, Questionable Payments, for further information related to fake/bogus checks or money orders being used to pay a taxpayer's debt to IRS.

Repayment of the First-Time Homebuyer Credit

  1. When a remittance is received with documentation stating it is for repayment of the First-Time Homebuyer Credit, process the payment with the following:

    1. TC 670/570

    2. MFT 30

Overpayment Notices

  1. Remittances received with an overpayment notice (CP 12, CP 12M, CP 13, or CP 24), post these payments with a TC 670/570.

Form 1040NR, U.S. Nonresident Alien Income Tax Return

  1. If Form 1040NR has an SSN and/or the "Individual" box is checked, process as IMF:

    1. TC 610 and MFT 30

    2. When remittance processing is completed, transship Form 1040NR and all attachments to Austin Submission Processing using a Form 3210.

    3. Date stamp Form 1040NR.

    4. Include a copy of the remittance with Form 1040NR.

  2. If Form 1040NR has an EIN and/or the "Estate or Trust" box is checked, date stamp the return and transship return with payment using Form 3210 to Cincinnati to be processed as NMF.

Form 1041-T

  1. Form 1041-T, Allocation of Estimated Tax Payments to Beneficiaries, received alone with remittance:

    1. Make copy of Form 1041-T as the source document.

    2. Route original Form 1041-T to Image Control Team (ICT).

    3. Process payment to MFT 05 and use TC 610.

Form 4219, Statement of Liability of Lender, Surety, or Other Person for Withholding Taxes

  1. Form 4219, Statement of Liability of Lender, Surety, or Other Person for Withholding Taxes, received with Form 941, route Form 941 leaving Form 4219 attached to Submission Processing and process payment through RS-PCC as follows:

    1. TC 610

    2. MFT 01

    3. Tax periods 03, 06, 09, and 12

  2. Form 4219 received without Form 941 process payment indicate EIN from line two and tax period from line four specified on Form 4219 and process through RS-PCC as follows:

    1. TC 670

    2. MFT 01

    3. Forward Form 4219 to appropriate function

Processing Form 9465, Installment Agreement Request

  1. When Form 9465, Installment Agreement Request, is received with remittances, process through RS-PCC as follows:

    1. Process a copy of page one of Form 9465 as the source document.

    2. Process Form 9465 with a Transaction Code (TC) 670 unless the Installment Agreement request is for a module with a zero balance and there is a TC 922 or TC 420 indicator. If the installment agreement is for an advanced payment of deficiency, use TC 640. See Exhibit 21.1.7-7, Valid Primary Transaction Code for Remittance Strategy for Payments via Paper Check Conversion (RS-PCC) Processing.

    3. MFT various

    4. Forward Form 9465 to Compliance Services Collection Operations (CSCO).

      Exception:

      If Form 9465 is received with original Form 1040 series detach Form 9465 and write "detached Form 1040" . Make a copy of Form 1040 and process payment with TC 610. Route Form 9465 to CSCO and Form 1040 to Submission Processing.

  2. Campus Support should not transship Installment Agreement User Fees to Submission Processing sites, unless they are unable to process the payment through RS-PCC. Apply the full amount of the payment to the taxpayer's account using the appropriate payment Transaction Code.

Processing Automated Collection System (ACS) Payments

  1. Automated Collection System (ACS) mail is usually identified upon receipt through the special ACS Post Office box. See IRM 21.1.7.6.15 (2), Sorting and Routing Automated Collection System Mail, for a list of special ACS Post Office Boxes. All imperfect ACS mail with payment with indication of "levy" must be sorted and routed to Payment Perfection.

  2. ACS payments can be defined as:

    1. Payment received with a Form 668-A, Notice of Levy. This is a one time garnishment to the taxpayers bank account that will be sent to the IRS by a financial institution as a third party check.

    2. Payment received with a Form 668-W, Notice of Levy on Wages, Salary, and Other Income. These payments are remitted to the IRS through the taxpayer's employer as a third party check.

    3. Levy payment received without a Form 668-A or 668-W addressed to the special ACS Post Office box.

    4. Federal Agency Levy payment that are issued on Department of the Treasury checks.

      Note:

      If over-stamping is necessary, be careful not to obscure the taxpayer's SSN.

    5. Third Party payments received with obsolete IRS ACS PO Box addresses that have been forwarded by the United States Post Office to one of the consolidated ACS sites. These payments should be treated as if they were received directly in the Consolidated ACS sites PO Box. Follow all the procedures and definitions outlined in this section when processing these payments.

    6. Payments received from the taxpayer on a personal check, cashier’s check, or money order and the taxpayer indicates it is intended as an ACS payment.

      Note:

      Do not apply a Designated Payment Code (DPC) to a payment received from the taxpayer.

  3. Remittance received with notice, form, or correspondence process using the following procedures:

    1. Edit the source document with missing information.

    2. Annotate source document with the appropriate DPC. See IRM 21.1.7.9.7.1 (6), ACS IDRS Manual Research for Payment Perfection.

    3. Make copy of source document and route change of address information and correspondence to the ACS Unit in Collection.

      Note:

      If a notice, form, schedule, or correspondence does not require any further handling, do not make a copy. Process the payment with the attached document.

  4. For third party payments received with Forms 668A(C) and 668W(C), 668W(ACS), Notices of Levy, process as follows:

    1. Edit DPC 05 and applicable TC.

    2. Review multiple period levies to determine appropriate tax period.

ACS IDRS Manual Research for Payment Perfection
  1. Payments received in the ACS PO Box, follow the procedures below:

    If... And... Then...
    TIN is not present Research CC NAMEI (IMF) or NAMEB (BMF) to identify the correct TIN.
    TIN is identified Research CC SUMRY, IMFOL, or BMFOL and apply the payment to the earliest unexpired Collection Statute Expiration Date (CSED) with an open collection status of 22.
    1. If multiple periods with the same CSED date, apply the payment to the earliest tax period.

    TIN is identified There is no tax period with an open collection status of 22 and CC SUMRY shows modules in status 60 Research CC IADIS to determine the Installment Agreement Locator Number (ALN) see IRM 21.1.7.9.7.1 (3), ACS IDRS Manual Research for Payment Perfection, below.
    Unable to locate the TIN using NAMEI or NAMEB Make a telephone call using the telephone number on the check or obtain the telephone number from directory assistance.
    If the TIN is identified, see "TIN is identified" above.
    TIN is not identified after telephone contact Route to Submission Processing.
  2. The ALN appears on the IDRS IADIS screen in the following format:

    AGREEMENT LOCATOR NO 1234-567890-XXYY

  3. The last four positions of the Installment Agreement Locator Number (ALN) determine the actions taken.

    If... Then...
    The payment has an ALN with XX08 Apply payment to the earliest unexpired CSED with a DPC 05. The ALN of 08 that appears in the YY positions is defined as a Continuous Wage Levy, from ACS or a Revenue Officer. The YY position denotes conditions affecting the agreement.
    The ALN is other than XX08 Apply payment to the earliest unexpired CSED with no DPC.

    Note:

    Exhibit 5.19.1-9, ALNs, provides an explanation of the XXYY fields of the ALN.

  4. Below are procedures when research shows there is no balance due in Status 22 or 60:

    If... And... Then...
    A X-Ref TIN can be found on CC ENMOD or INOLE (disregard a spouse's TIN if the Filing Status is other than "2" ). The X-Ref TIN has a balance due in Status 22 or 60 Apply payment to the X-Ref TIN using the earliest unexpired CSED.
    There is no X-Ref TIN or the X-Ref TIN does not have a balance due in Status 22 or 60 There is a prior Status 22 module Research the primary TIN first, then the X-Ref TIN if applicable, for the module that was most recently in Status 22. Apply the payment to that module.
    There is no current or prior Status 22 or 60 modules for the primary or X-Ref TIN Apply payment to the most recent tax module on the primary TIN.

    Note:

    DO NOT apply a DPC to a payment received from the taxpayer.

  5. If there is no prior "LEVY" category control set, create a control base to ACS through CC ACTON only when using DPC 05. When controlling the account use the correct Control Base Number listed in IRM 21.1.7.6.15 (2), Sorting and Routing Automated Collection System Mail, which is based on Business Operating Division and State mapping.

  6. The following table outlines what DPC should be used for each type of ACS payment.

    Type of ACS Payment DPC
    Any type of payment received with Form 668-A, Notice of Levy DPC 05
    Any type of payment received with Form 668-W, Notice of Levy on Wages, Salary or Other Income DPC 05
    Any type of payment received from the taxpayer in response to Form 8519, Taxpayer's Copy of Notice of Levy DPC 15
    Federal Agency Levy payments that are issued on Department of the Treasury checks DPC 05
    Third Party payment in Status 60 with ALN XX08 received with current or obsolete IRS ACS P.O. Box addresses DPC 05
    Third Party payments received not in Status 60 with current or obsolete IRS ACS PO Box addresses DPC 05
    Third Party payment in Status 60 without ALN XX08 received with current or obsolete IRS ACS P.O. Box addresses No DPC
    Payments received from the taxpayer

    Note:

    DPC 15 should be used whenever a payment is received with Form 8519.

    No DPC

    Note:

    DO NOT apply a DPC to an ACS payment received from the taxpayer.

Preparing Payments for Processing

  1. Preparing payments for processing:

    1. Remove paper clips, all staples, and check stubs from check and document.

    2. Green rocker original and make a copy of first page and send copy with remittance.

    3. Detach vouchers/stubs, if present, and process as coupon. If a notice voucher/stub is used, ensure the IRS received date is stamped on both the notice and voucher/stub.

    4. Place correspondence in basket labeled Correspondence.

    5. Edit original return in the upper left corner of the return with a green mark.

    6. Make a copy of first page of original return and send copy with remittance.

    7. Batch work in batches not to exceed 25 documents.

    8. Batch each remittance of $50,000.00 or more by itself in a separate batch.

    9. Run a calculator tape totaling the batch and attach to Form 1332-BBTS, Block and Selection Record.

    Note:

    If a notice, form, schedule, or correspondence does not require any further handling, do not make a copy. Process the payment with the attached document.

    Example:

    Taxpayer returns a notice with a payment, but taxpayer has not written any information on the notice. Do not make a copy of the notice. Process the check using the notice as the source document.

  2. To process payments through RS-PCC, all payments must have all of the following:

    • Name Control - Document 7071, Name Control Job Aid for Individual Master File (IMF) Taxpayers or Document 7071-A, Name Control Job Aid - For Use Outside of the Entity Area

    • Social Security Number (SSN) or Employee Identification Number (EIN)

    • One or more Master File Tax (MFT) Code - Exhibit 21.1.7-6, Master File Tax Code

    • IRS received date

    • One or more tax periods

    • One or more remittance

    • One Primary Transaction Code - Exhibit 21.1.7-7, Valid Primary Transaction Code for Remittance Strategy for Payments via Paper Check Conversion (RS-PCC) Processing

    Note:

    Name Control Documents 7071 and 7071A must be available for all employees identifying name control.

  3. A Designated Payment Code (DPC) must be used with input of TCs 640, 670, 680, 690, 694 and 700 unless the DPC is 00. DPC 00 is not required to be entered into RS-PCC. Use the DPC Codes as follows:

    • TC 640, DPC must be 00, 01, 02, 12 or 99

    • TC 670, DPC must be 00 through 11 or 99

    • TC 670, DPC must be 02, 09, 33, 34, or 35 for OIC payments

    • TC 680, DPC must be 00, 01, 03, 06, 07 or 99

    • TC 690, DPC must be 00, 01, 03, 06, 07, 09 or 99

    • TC 694, DPC must be 00, 01, 03, 06 or 07

  4. The valid secondary transaction codes for RS-PCC are listed below:

    TC Description
    460 Extension of time for filing
    570 Additional Liability Pending and/or credit hold
  5. Campus Support must access Batch Block Tracking System (BBTS) to obtain a Remittance Processing System Identification (RPSID) number for each batch of work and print Form 1332- BBTS, Block and Selection Record, and Form 9382-BBTS, Batch Transmittal. See Exhibit 21.1.7-14, Generate Remittance Processing System Identification (RPSID) Number, to generate a RPSID number.

    Category Number
    Insolvency 000000 (Philadelphia only)
    Perfect Remittance 000001 - 489999
    Discovered Remit 497000 - 499999
    OIC 590000 - 599999 (Brookhaven and Memphis only)
    Payment Perfection (Imperfect Remittance) 610000 - 764999
    Imperfect Mis-Directed 790000 - 799999 (Philadelphia, Mail Room Unidentified)
  6. Deliver payments with Form 1332-BBTS and Form 9382-BBTS to Remittance Strategy for Paper Check Conversion (RS-PCC) area for processing.

  7. A log book must be maintained with the RPSID ranges. This allows the user to know the next range to print for a category. The retention of the logbook is one year after end of the processing year.

Amended Returns and Remittances Received with IRS or Taxpayer Correspondence

  1. Make a copy of the form to use as a source document and route the original return to appropriate area to be processed. Follow the procedure below for processing the payment:

    Form MFT DPC TC
    941X 01 24 670/570
    943X 11 24 670/570
    944X 14 24 670/570
    945X 16 24 670/570
    1120X 02 24 670/570
    1040 amended, superseding, corrected or revised 30 24 670/570
    1040X 30 24 670/570

Payment Perfection Procedures for Imperfect Payments

  1. This section provides general guidance only for Payment Perfection function within Campus Support.

  2. The Payment Perfection function within Campus Support performs analysis and research on remittances and returns/documents that require additional preparation prior to depositing money. They ensure all taxpayer information is available to credit taxpayer accounts. Checks for $50,000 and over will be identified as a large check and receive priority handling. Each of these checks must be processed by itself in a separate batch through RS-PCC.

    Exception:

    When checks of $100 million or more are received, follow the procedures in IRM 21.1.7.9.19, Single Remittances of $100 Million or More.

    .

  3. All documents that require additional perfection before depositing the money through Remittance Strategy for Paper Check Conversion (RS-PCC) must be routed to Payment Perfection function for IDRS research.

  4. See IRM 21.1.7.10.1.12, Checks that Cannot be Processed Through RS-PCC, for payments that cannot be processed through RS-PCC; therefore, they must be transshipped to Submission Processing for processing.

Processing Payments Received with a 2-D Barcode Notice
  1. To protect taxpayer's identity information the Office of Privacy, Governmental Liaison and Disclosure (PGLD) has initiated a project to replace the printed SSN on selected taxpayer notices with a 2-D Barcode. This effort will eliminate or reduce the full display of taxpayer Social Security numbers on these notices.

  2. Beginning July 2011, 108 IRS IMF non balance due taxpayer notices will have a new 2-D Barcode printed on the notice. The barcode will be encoded with information essential for processing notices returned to the IRS with correspondence.

  3. The Social Security Number Elimination and Reduction 2-D Barcoding Project (SSN/ER 2DBC ) will pilot 13 non-payment notices that have the new barcode by masking taxpayer SSNs. The 13 pilot notices will display only the last four digits of the SSN. The 13 pilot notices are listed below:

    CP Notice Title
    12 Math Error, Overpayment of $1 or More
    12A EIC Math Error - Overpayment of $1 or more
    12 E Exam Coded Math Error Overpayment of $1 or more
    12M Making Work Pay/Government Retiree Credit Computed, Overpayment of $1 or More
    12 R Rebate Recovery Credit Computed (RRC), Overpayment of $1 or more
    24 Estimated Tax Discrepancy, Overpayment of $1 or More
    31 Undelivered Refund Notice
    32 A Refund Check Not Cashed - We need you to call us to get the refund reissued
    53 Unable to Direct Deposit
    74 You've Successfully Re-Certified for EIC
    79 Earned Income Credit Eligibility Requirement
    79A Earned Income Credit Two Year Ban
    79B Earned Income Credit Ten Year Ban
  4. For the pilot each Campus Support Site was issued two handheld scanners. If Campus Support receives one of the above notices with a payment, they should use the 2-D Barcode Handheld Scanner to scan the notice to identify the taxpayer's social security number. See (6) below for additional information.

  5. January 2012, twenty additional notices were issued with the new barcode by masking taxpayer SSNs. The notices are listed below:

    CP Notices Title
    03A Repaying Your First-Time Homebuyer Credit
    03B Courtesy Message About Your First Time Homebuyer Credit
    03C First Time Homebuyers Credit
    05 Information Regarding Your Refund - We have received your income tax return and are holding your refund
    05A Information Regarding Your Refund - Refund Being Held Pending More Thorough Review
    08 Additional Child Tax Credit
    09 Earned Income Credit - You May Be Entitled to EIC
    10 Math Error With Reduced Credit Elect
    10A EIC Math Error - Reduced Credit Elect
    13 Math Error, Balance Due > $5, Overpayment > $1
    13A EIC Math Error - Balance Due > $5, Overpayment > $1
    13M Making Work Pay/Government Retiree Credit Computed, Even Balance (Bal Due > $5 or Overpayment > $1)
    13R Rebate Recovery Credit (RRC) Computed, Even Balance (Bal Due > $5 or Overpayment > $1)
    16 Overpayment with offset
    17 Refund of unfrozen Excess ES credits
    25 Estimated Tax Discrepancy, Even Balance (Balance Due >$5, Overpayment >$1)
    27 EIC Potential for T/P Without Qualifying Children
    32 New Refund Check - Old Check Not Cashed
    45 Credit Elect Change
    713 Math Error, Balance Due > $5, Overpayment > $1 (Spanish)
  6. June 2012, thirteen additional notices were issued with the new barcode by masking taxpayer SSNs. The notices are listed below:

    CP Notices Title
    04 Request for Proof of Military Status or Eligibility for Tax Relief Provisions Under Combat Zone/Contingency Operation Criteria
    18 Refund Discrepancy/Unallowables
    20 Audit/Unallowable Items Notice, Overpayment
    24E Exam coded Estimated Discrepancy, Overpayment of $1 or More
    59 Master File Generated 1st Return Delinquency Notice
    76 EIC Recertification Letter- Refund Issued
    80 Reminder - We Have not Received Your Return
    81 We May Have a Refund for You
    85A Exam EIC Soft Notice- Please Help Us Confirm Your Filing Status
    85B Exam EIC Soft Notice - Please Help Us Confirm Your Qualifying Child
    85C Exam EIC Soft Notice - Please Help Us Confirm Income You Reported on Schedule C
    712 Math Error, Overpayment of $1 or More (Spanish)
    759 Master File Generated 1st Return Delinquency Notice (Spanish)
  7. January 2014, four payment notices were issued with the new barcode by masking taxpayer SSNs. The notices are listed below:

    CP Notices Title
    CP 521 Installment Agreement Reminder Notice
    CP 523 Installment Agreement Default Notice
    CP 621 Installment Agreement Reminder Notice, Spanish
    CP 623 Installment Agreement Default Notice Spanish
  8. The scanner can be used by holding the scanner and pulling the trigger button to scan the 2-D Barcode on the notice, or the scanner can be placed in the provided stand and simply scan the 2-D Barcode by running the notice under the scanner. The following are general instructions for using the scanners:

    1. Plug the scanner into the Universal Serial Bus (USB) Port of your computer.

    2. Access Microsoft Word or IDRS.

    3. A copy of the "Configuration Barcodes For Notices" sheet, that should have been received with the scanners, will need to be used to obtain the information needed for processing the payment. Scan the appropriate Barcode on the “Configuration Barcodes For Notices” sheet of paper and listen for the beep.

    4. After the beep, then scan the 2-D Barcode on the notice. The scanner should beep again and the taxpayer information should appear in the Microsoft Word document on the computer screen, IDRS, or RS-PCC.

    5. If the scanner fails to identify the SSN, use Command Code TPIIP. Refer to IDRS Command Codes Job Aid. Command Code TPIIP uses the last four digits of the SSN and the first ten characters of the last name (or less, if there are less than ten characters in the last name) to search for the matching name(s) and address(es).

Basic Manual IDRS Research for Payment Perfection
  1. Campus Support employees must utilize IDRS for research for imperfect payments. This section provides general guidance for only a few basic scenarios relative to Payment Perfection IDRS research. Also, in this section are a few IDRS command codes that are required to be researched in order to apply a payment accurately. This is not an all-inclusive list. It is intended only to provide a basic point to begin payment research. There will be situations when more extensive research may be required. Refer to Document 6209, IRS Processing Codes and Information and IDRS Command Codes Job Aid and IRM 3.8.45.4.20, Basic Manual IDRS Research for Payment Perfection for additional information.

  2. Payment received with check only and the only identifying information is the name and address on the check:

    If ... Then ...
    IMF Research to whom the payment should be applied:
    Use NAMEI and NAMES
    BMF Research to whom the payment should be applied:
    Use: NAMEB and NAMEE
    IMF Determine where (tax period and MFT) and how (transaction codes) the payment should be applied.
    Use:
    • SUMRY to display an index of all tax modules available on IDRS for a SSN.

    • TXMODA displays specific tax module amounts on IDRS, dates (including CSED), and a listing of posted and pending transactions.

    • IMFOLI to display an index of all tax modules available on Masterfile for an SSN.

    • IMFOLT displays specific tax module amounts, dates (including CSED), and a listing of posted transactions.

    BMF Determine where (tax period and MFT) and how (transaction codes) the payment should be applied.
    Use:
    • SUMRY to display an index of all tax modules available on IDRS for an EIN.

    • TXMODA displays specific tax module amounts on IDRS, dates (including CSED), and a listing of posted and pending transactions.

    • BMFOLI to display an index of all tax modules available on Master File for an Employer Identification Numbers (EIN).

    • BMFOLT displays specific tax module amounts, dates (including CSED), and a listing of posted transactions.

    Note:

    If the taxpayer has multiple balances due and does not designate form type and/or tax year, apply the payment to the earliest unexpired CSED date. If multiple tax periods have the same CSED date, apply to the earliest tax period.

  3. Payment received and the only information available is the TIN:

    If ... Then ...
    IMF Use ENMOD or INOLE to determine necessary entity information.
    BMF Use ENMOD or INOLE to determine necessary entity information.
    IMF Determine where (tax period and MFT) and how (transaction codes) the payment should be applied.
    Use:
    • SUMRY to display an index of all tax modules available on IDRS for a SSN.

    • TXMODA displays specific tax module amounts on IDRS, dates (including CSED), and a listing of posted and pending transactions.

    • IMFOLI to display an index of all tax modules available for an SSN.

    • IMFOLT displays various module amounts and dates (including CSED) along with a listing of posted transactions for the specified tax module.

    BMF Determine where (tax period and MFT) and how (transaction codes) the payment should be applied.
    Use:
    • SUMRY to display an index of all tax modules available on IDRS for an EIN.

    • TXMODA displays specific tax module amounts on IDRS, dates (including CSED), and a listing of posted and pending transactions.

    • BMFOLI to display an index of all tax modules available on Master File for an EIN.

    • BMFOLT displays specific tax module amounts, dates (including CSED), and a listing of posted transactions.

    Note:

    If the taxpayer has multiple balances due and does not designate form type and/or tax year, apply the payment to the earliest unexpired CSED date. If multiple tax periods have the same CSED, date, apply to the earliest tax period.

  4. Payment received with TIN, tax period, form, and name of taxpayer:

    If ... Then ...
    IMF Apply payment to the SSN, tax period, name control, and tax form as indicated.
    BMF Apply payment to the EIN, tax period, name control, and tax form as indicated.

    Note:

    IDRS research is not necessary. Post payment with the appropriate transaction code. See Exhibit 21.1.7-7, Valid Primary Transaction Code for Remittance Strategy for Payments via Paper Check Conversion (RS-PCC) Processing.

Analysis of Payments by Payment Perfection
  1. Use taxpayer intent when applying payments. IDRS research is not necessary if the taxpayer has designated:

    1. Form type

    2. Tax year or multiple tax years

    3. TIN (SSN, ITIN or EIN)

    4. Name control, and

    5. There is no indication the payment is intended as an installment agreement payment.

    Note:

    Indications of an installment agreement payment include a form, notice or a letter notating an installment agreement or written words such as installment agreement, installment payment, payment plan or monthly payment.

  2. If the taxpayer has clearly designated the application of the payment but has not included all the above information, research IDRS for only the missing information.

  3. When the taxpayer has designated multiple tax years, apply the remittance to the earliest one. The payment should split and roll to the appropriate tax period(s).

  4. Remittances designated as "trust fund only" by taxpayer's notation on the remittance should be input with the appropriate transaction code (TC 640 or 670) and Designated Payment Code (DPC) 02.

  5. No research is necessary if a payment is received with the check showing one tax period and the notice shows another tax period and the check is for the amount shown on the notice. Apply the payment to the tax period shown on the notice.

  6. If the taxpayer has not clearly designated the application of the payment and has not provided an IRS balance due notice, an in depth review and analysis may be necessary before the payment can be applied accurately.

    1. If a payment is received with a non remit form, research the taxpayer's account and apply the payment. See IRM 21.1.7.9.10.2, Basic Manual IDRS Research for Payment Perfection, for research instructions.

    2. If a payment is received from a third party and Levy or Garnishment is indicated on the remittance, payment posting voucher or documentation, process the payment following the instructions in IRM 21.1.7.9.7.1, ACS IDRS Manual Research for Payment Perfection.

  7. The following steps discuss how to identify and process an installment agreement payment:

    1. Generally, taxpayer intent is used when applying payments; however, the taxpayer cannot designate the application of their installment agreement payment. If there is an indication that the payment is for an installment agreement (see note in (1) above.), research for the earliest CSED. Exception: If an IRS Balance Due Notice or Letter is provided, use the tax year of the notice/letter.

      Collection Status Codes
      12 Full Paid, no Balance Due
      20, 21, 56, 58 1st through 4th Notice, Balance Due
      22, 24, 26 ACS Balance Due
      23 Below Tolerance, Balance due
      53 Currently not collectible, Balance Due
      60, 61, 63, 64 Installment Agreement, Balance Due
      71 OIC Pending
      72 Bankruptcy and/or cases in Litigation

      Note:

      An expired CSED is one on which the statute date has passed (for example, 08/11/2014 is an expired CSED). Even if there is a balance due, do not apply a payment to a CSED on which the statute date has expired.

    2. The earliest CSED is the one that is set to expire first.

  8. If the payment is not for an installment agreement (status 60, 61, 63, 64 or 14), refer to the following:

    1. Use taxpayer intent when applying payments if the taxpayer has indicated where the payment should be applied and the TIN and name control are present. See IRM 21.1.7.9.10.3, Analysis of Payments by Payment Perfection, (1) above.

    2. If there are no modules in balance due status and the payment is not an ACS/Levy payment, then research CC TXMODA or IMFOLT/BMFOLT for the following audit indicators: TC 420, TC 424, "L" Freeze Code. If any of these indicators are present on CC TXMOD/TXMODA or IMFOLT/BMFOLT, apply payment with TC 640 to indicate Audit, various MFTs.

    3. Check for CP 2000 indicators: TC 922, "F" Freeze Code, and Campus' URP control number. If present on CC TXMODA or IMFOLT, apply payment with TC 640, MFT 30.

    4. Check for Substitute For Return (SFR) indicators, varies at each campus. Apply as TC 640, MFT 30.

  9. If research and/or telephone contact with the taxpayer (see IRM 21.1.7.9.10.4, Telephone Contact to Taxpayers) does not result in the application of the payment, transship the payment to Submission Processing. See IRM 21.1.7.9.11, Preparing Payments for Transshipping.

Telephone Contact to Taxpayers
  1. If IDRS research fails to identify proper application of a remittance, telephone contact may be made with taxpayers. Strict adherence to disclosure requirements must be maintained. Refer to IRM 11.3,Disclosure of Official Information. Extreme care must be taken when speaking to taxpayers or their appropriate officers to obtain information. Identify yourself immediately. Use Federal Telecommunications System 2000 (FTS2000), whenever possible, to contact taxpayers. If the taxpayer asks for any account information, refer them to the toll free number 800-829-1040. If the taxpayer's telephone number is not available on the remittance or document, obtain the telephone number from Directory Assistance (FTS, taxpayer's area code, and 555-1212).

    Note:

    FTS is for official Government use only.

    1. Make IMF calls after 9 a.m. during normal business hours, unless a specific time was requested.

    2. Make BMF calls during normal business hours of 8 a.m. to 5 p.m.

  2. The Quality Communication Job Aid http://win.web.irs.gov/am03jax/Ops5/QUALITY%20CORNER/COMMUNICATION%20JOB%20AID.htm provides guidance on the quality of communications and a self-study module.

Preparing Payments for Transshipping

  1. Preparing Payments for transshipping:

    1. Sort remits by receiving site.

    2. Remove all staples from checks and correspondence.

    3. Detach vouchers/stubs, if present, and process as coupons. If a notice voucher/stub is used, ensure the IRS received date is stamped on both the notice and voucher/stub.

    4. Green rocker original and make copy of first page. Send copy with remittance.

    5. Place correspondence in basket labeled Correspondence.

    6. Prepare a separate Form 3210, Document Transmittal, for each type of form.

      Note:

      If a notice, form, schedule, or correspondence does not require any further handling, do not make a copy. Transship the payment with the attached document.

      Example:

      Taxpayer returns an IDRS letter with a payment, but taxpayer has not written any information on the letter. Do not make a copy of the letter. Transship the check and use the letter as the source document.

  2. See IRM 21.1.7.12, Transshipping Payments, for additional information.

  3. Check to determine if a name and TIN are present on attached correspondence or check. It is not necessary to forward payments for research if a TIN and name are present. The document or envelope can be utilized as the payment source document. Forward these payments to the Form 3210 preparation area for transshipment. If TIN and name are not present, forward to Payment Research area.

  4. Payment Preparation area photocopies any correspondence/claims necessary for payment voucher and/or tears off necessary coupons for payment voucher.

Overstamping

  1. All payee lines must be overstamped "United States Treasury" at the point of extraction, except for the following:

    • U.S. Treasury

    • US Treasury

    • United States Treasury

      Note:

      The abbreviation "Treas" is acceptable when used in conjunction with "United States" or "U.S."

    • Internal Revenue Service

    • Department of the Treasury

    • Department of Treasury

      Note:

      The abbreviation "Dept." is acceptable when used in conjunction with "Treasury" .

    Note:

    If in doubt, overstamp remittance.

    Caution:

    Do not overstamp third party checks. If a check is payable to a third party, not endorsed, and the address on the envelope is an IRS address, check the envelope for a stop number or a name of an IRS employee. If the check is for an IRS employee, contact the employee to pick up the check or send the check with Form 3210 to the employee in an addressee only envelope.

    Note:

    This stamp must be available at each desk and must be stamped on payee line.

  2. See Exhibit 21.1.7-4, Overstamping.

Remittance Not Payable to United States Treasury

  1. If remittance is not made payable to the United States Treasury, or one of the acceptable payees listed in Exhibit 21.1.7-4, Overstamping, return the remittance to the taxpayer with Letter 4630.

    Note:

    Use only the last 4 digits of the taxpayer’s SSN on Letter 4630.

    If Then
    Remittance is not intended as payment for accompanying return/document Process return/document as "non remit" . Return remittance to taxpayer with an explanation of Unacceptable Payment.
    Remittance and return/document are not for IRS Forward to intended receiver.
    Items that are addressed to private citizens or businesses and are not intended for the IRS Return to the Post Office with notation "Misdirected to IRS" .

    Caution:

    Do not overstamp third party checks. If a check is payable to a third party, not endorsed, and the address on the envelope is an IRS address, check the envelope for a stop number or a name of an IRS employee. If the check is for an IRS employee, contact the employee to pick up the check or send the check with Form 3210 to the employee in addressee only envelope.

    Caution:

    Extreme care must be taken to ensure that only the material relative to the taxpayer(s) to which the correspondence is addressed is enclosed in the envelope (see IRM 21.3.3.4.25, Breaches of Personally Identifiable Information (PII) Caused by Manual Stuffing Errors).

  2. See IRM 21.1.7.6.11, Tax Returns Addressed to IRS Which Should Have Been Filed With State/Local Jurisdictions, if remittance is received with state or local tax return.

Mutilated Checks

  1. Mail-opening equipment may mutilate checks during processing. When this occurs, remittance processors must tape the check back together and place in a transparent sleeve. Financial institutions determine if a mutilated check may be processed.

    Note:

    If unable to process through RS-PCC, transship to Submission Processing Support site.

Government Checks

  1. Payment Perfection receives all Government Checks from the Extraction Unit that have been stamped below the "Pay to the order of" line with the following statement: "UNLESS FOR CREDIT TO THE UNITED STATES TREASURY, THIS INSTRUMENT IS NON-NEGOTIABLE".

  2. Payment Perfection must separate the valid government checks for payment of taxes from the returned refund checks.

  3. All remittances where the payee line is made payable to the United States Treasury, Internal Revenue Service, Commissioner, Department of the Treasury, Social Security Administration or variations of any agency or department of the United States Government should be construed to be a payment to the United States Government.

  4. Process the valid government checks for payment of taxes through normal processing.

  5. Forward the Returned Refund/Rebate Checks, along with any document(s), to the Refund Inquiry Unit with Form 3210, Document Transmittal. Form 3210 must list the following information from each check:

    • Check Symbol

    • Check Number

    • Amount

    Note:

    The check symbol and check number are located in the upper right hand corner of the check.

    Note:

    If a returned refund/rebate check is received with a return and the Statute of Limitations is in jeopardy, the return must be cleared by the Statute Control Group before being forwarded to Refund Inquiry.

  6. If an endorsed returned Refund/Rebate Check accompanies a valid payment of taxes, process as follows:

    1. Prepare a posting document for the valid payment of taxes and process through normal processing.

    2. Apply the payment to the taxpayer's account with TC 670 and TC 570 or TC 640 with CP 2000.

  7. Managerial reviews by the Supervisor must be conducted and documented at least quarterly to ensure adherence to internal controls for the security of the returned refund checks forwarded to Refund Inquiry on Form 3210. Management may, at their discretion, conduct these managerial reviews at more frequent intervals. The review should ensure all Form 3210 sent to Refund Inquiry are received back and acknowledged with a signature from the appropriate Refund Inquiry official.

  8. See IRM 21.1.7.6.1, Extraction of Envelope Contents with Remittance, for additional information on return of government checks with indication of ID Theft for Fraud.

  9. See IRM 21.1.7.9.25, Non IRS Return Refund Checks, to return non IRS refund checks

Payment Research Area

  1. Payment Research researches correspondence and IDRS for identifying information. See IRM 21.1.7.9.10.2, Basic Manual IDRS Research for Payment Perfection.

  2. Clerk reviews payments for entity information using the following IDRS command codes. Refer to the SERP IDRS Command Codes Job Aid:

    • INOLE

    • IMFOL

    • BMFOL

    • NAMEB

    • NAMEE

    • NAMEI

    • NAMES

  3. If identifying entity information is found, complete documentation with the following information on IDRS print:

    • TIN

    • Name Control

    • Check number

    • Money Amount

    • Clerk initials

  4. Print screen associated with entity posting information and attach to remittance.

  5. If unable to process the payment through RS-PCC, follow "Form 3210 Preparation" procedures.

  6. If identifying entity information is not found, or does not match the remittance:

    1. Photocopy remit and any attachments.

    2. Complete Form 3210, Document Transmittal, with volume.

    3. Attach original remit(s) and any attachments to Form 3210, Document Transmittal.

    4. Transship to appropriate site.

    5. Keep photocopy(s) on file at the Campus until receipt is acknowledged from transshipping site.

Unacceptable Payments

  1. Unacceptable Payment of Taxes are items that the Depository Bank will not accept as payment. Any of the following items found in the Payment Research Unit must be returned to the taxpayer with a Letter 4630.

    Note:

    Use only the last four digits of the taxpayer’s SSN on Letter 4630.

    1. Gold

    2. Silver

    3. Jewelry

    4. Stamps

    5. Savings Bonds

    6. Treasury Notes

    7. Treasury Bills

    8. Stocks

    9. Treasury Certificates of Deposit

    10. Promissory Note

    11. Credit Cards (see 4 below)

    12. Debit Cards (see 5 below)

    13. Gift Cards

    14. Gold Coins (other than U.S. Currency)

    15. Deposit Slips or Withdrawal Slips

    Note:

    If these items are not returned immediately, they must be stored in a locked safe.

    Note:

    If a Promissory Note is returned to the taxpayer and the taxpayer sends the note in again citing Public Policy HJR-192, forward the note to the CI Field Office, Attention Special Agent in Charge of the state the taxpayer resides. See Contacts and Directories

  2. Return the items of monetary value of $10 or more by certified mail, and items under $10 by regular mail within 24 hours of receipt. Process accompanying returns/documents as non-remit.

  3. Items of value that cannot be returned because the taxpayer cannot be identified, the taxpayer will not accept, or the items are undeliverable, should be maintained in a locked safe for the current year plus three years.

    1. If a claim for items being held is received from a taxpayer, return the item to the taxpayer as outlined in IRM 21.1.7.9.17, Unacceptable Payments, (2) above.

    2. If the taxpayer does not claim the item of value, the Operations Manager will determine the disposition of the item at the end of the retention period.

    3. These items will be recorded on Form 14012, Records of Contents of Safes/Vaults. Managers will review this form monthly.

  4. Send the credit card back to the taxpayer, via certified mail, along with a letter advising the taxpayer that the IRS does not have the capability to process credit card payment transactions when the credit card or credit card information is sent in with the return. See IRM 21.1.7.6 (10)Extraction of Envelope Contents.

  5. Send the debit card back to the taxpayer, via certified mail, along with a letter advising the taxpayer that the IRS does not have the capability to process debit card payment transactions.

  6. Extreme care must be taken to ensure that only the material relative to the taxpayer(s) to which the correspondence is addressed is enclosed in the envelope (see IRM 21.3.3.4.25, Breaches of Personally Identifiable Information (PII) Caused by Manual Stuffing Errors.

Postdated Checks
  1. When a postdated check is received, it must be returned to the taxpayer with Letter 4630. Stamp check "Non-Negotiable" and return it to the taxpayer with an explanation.

    Caution:

    Extreme care must be taken to ensure that only the material relative to the taxpayer(s) to which the correspondence is addressed is enclosed in the envelope (see IRM 21.3.3.4.25, Breaches of Personally Identifiable Information (PII) Caused by Manual Stuffing Errors.

    Note:

    Use only the last four digits of the taxpayer’s SSN on Letter 4630.

Incomplete Checks
  1. Return check to the taxpayer when the check is totally blank, or if it is unsigned and the proper money amount cannot be determined with Letter 4630. See IRM 21.1.7.9.18, Money Amounts.

    Caution:

    Extreme care must be taken to ensure that only the material relative to the taxpayer(s) to which the correspondence is addressed is enclosed in the envelope (see IRM 21.3.3.4.25, Breaches of Personally Identifiable Information (PII) Caused by Manual Stuffing Errors.

    Note:

    Use only the last four digits of the taxpayer’s SSN on Letter 4630.

Money Amounts

  1. The numeric amount on the remittance will normally be used for processing. There may still be times when the money amount to use is questionable. Use the following table to determine how to process payment:

    If ... Then ...
    The numeric amount is legible and matches the written amount Process the payment using the numeric amount.
    The numeric amount is illegible or blank Process the payment using the written amount. Annotate, in pencil, the amount used above the remittance date line.
    The numeric and written amounts do not match and the numeric amount matches the source document Process the payment using the numeric amount.
    The numeric and written amounts do not match and the written amount matches the source document Process the payment using the written amount from the remittance. Annotate, in pencil, the amount used above the remittance date line.
    The numeric and written amounts do not match and neither one matches the source document Process the payment using the written amount from the remittance. Annotate, in pencil, the amount used above the remittance date line.
    The written amount is illegible or blank Process the payment using the numeric amount.
    The numeric and written amounts are blank or zero Stamp the check non-negotiable and return with Letter 4630 to the taxpayer. Process the accompanying form or document as non remit. If the letter and check are returned as undeliverable and the taxpayer cannot be reached by telephone contact, turn the check over to the Operations Manager of Campus Support to destroy.
    The numeric and written amounts are illegible OR if a determination cannot be made Contact taxpayer via telephone to determine the remittance amount. Annotate, in pencil, above the remittance date line the amount provided by the taxpayer. If unable to reach the taxpayer by telephone, stamp the check non-negotiable and return with a letter to the taxpayer. Process the accompanying form or document as no-remittance.
    There is a statement on the check "Not Valid For Less Than $XXX.00" or "Not Valid For Less Than $XXX.XX" and the check amount is less Stamp the check non-negotiable and return to taxpayer. Process the accompanying form or document as a non remit.
    There is a statement on the check "Not Valid For More Than $XXX.XX" and the check amount is more Stamp the check "Non-Negotiable" and return to the taxpayer using Letter 4630. Process the accompanying from or document as non remit.
    A completely blank check is received with a remit document Stamp the remittance "Non-Negotiable" and return it to the taxpayer with an explanation of Unacceptable Payment. Process the Form/document as non-remit. If the letter and check are returned as undeliverable and the taxpayer cannot be reached by telephone contact, turn the check over to the Operations Manager of Campus Support to destroy.
    A completely blank check is received with a refund/non-remit Form Stamp the remittance "Non-Negotiable" and keep attached to the Form/document. Process the Form/document as non-remit.

    Caution:

    Extreme care must be taken to ensure that only the material relative to the taxpayer(s) to which the correspondence is addressed is enclosed in the envelope. (See IRM 21.3.3.4.25, Breaches of Personally Identifiable Information (PII) Caused by Manual Stuffing Errors.)

    Note:

    Use only the last four digits of the taxpayer’s SSN on Letter 4630.

Single Remittances of $100 Million or More

  1. Beginning 1/1/2016, remittances of $100 million were no longer accepted from taxpayers. The remittance should be returned to the taxpayer by overnight mail if an address is provided or by certified mail if only a PO Box Number is available. Stamp the check Non-Negotiable. Using Letter 4630, inform the taxpayer that the IRS can no longer accept a single check, money order or cashier’s check for $100 Million or more. Include instructions to follow guidance at www.IRS.gov/payments.for making same day wire payments or to submit multiple checks, money orders or cashier’s checks to pay their tax obligations. See IRM 3.8.45.1.1 , Cash Management Responsibilities.

  2. Notify HQ Analysts Rick Holmes and Cathy Andrews by e-mail. The e-mail must contain a copy of the check, a copy of the extension to file if one is received and the following:

    • Campus Name

    • Date Received at the Campus and if it is timely or not timely

    • Money Amount

    • Taxpayer SSN, Name, Contact Number and form type (1040, 4868, etc.)

    • Tax Preparer Name and Contact Number

    • IRS Received Date and, if received from another IRS Office, the Name of Office

    • Date Returned to the Taxpayer, Address returned to, Overnight or Certified Mail Tracking Information, and any additional remarks that may be needed

  3. Retain copies of the check, forms and letter returned to the taxpayer for one year following the end of the processing year.

  4. See IRM 3.8.45.1.1, Cash Management Responsibilities, for additional information.

Discovered Remittance

  1. Cash and non-cash remittances, found after the mail opening operation, are discovered remittances. Follow the procedures in IRM 3.8.46, Discovered Remittance.

  2. The discovering function sends a photocopy of the completed Form 4287, Record of Discovered Remittances, attached to a sealed envelope labeled "Campus Support Stop XXX" .

  3. Campus Support must open the envelope and take the following actions:

    If ... Then ...
    Campus Support can process all of the payments
    1. Initial beside each of the remittances on Form 4287.

    2. Return Part 1 to the discovering function.

    3. Retain Part 2 for one year after the end of the processing year.

    4. Generate a RPSID number for Discovered Remit 497000 - 499999.

    5. Process the payment(s) through RS-PCC.

    Campus Support can not process all of the payments
    1. Initial beside each of the remittances on Form 4287 processed through RS-PCC.

    2. Make a copy of Part 1 and 2 of Form 4287.

    3. Return a copy of Part 1 to the discovering function.

    4. Retain a copy of Part 2 for one year after the end of the processing year.

    5. Place the envelope in a locked bag for transport to Campus Support UPS station.

    6. Transship the original Part 1 and Part 2 with the payment(s) not processed through RS-PCC via UPS, to Submission Processing.

    7. Generate a RPSID number for Discovered Remit 497000 - 499999.

    8. Process the payment(s) through RS-PCC.

    Campus Support is unable to process any of the payment(s)
    1. Retain the photocopy of Form 4287 for tracking purposes for a duration of one month.

    2. Place the envelope in a locked bag for transport to Campus Support UPS station.

    3. Transship the payments via UPS, to Submission Processing Support site for processing.

    Note:

    Before returning a copy of Form 4287 to the discovering function verify that the payment(s) can be processed through RS-PCC.

    Note:

    If payment is received with original return, green rocker payment amount, make copy of page 1 of the form, and route original form to Submission Processing for processing. Use copy of the form as a source document for RS-PCC.

  4. If no cash or items of value are found, a separateForm 4287, Record of Discovered Remittances, must be prepared for each business day that no cash or items of value were discovered. "No Cash" must be annotated in large letters across the Form along with the date.

  5. Retention for Forms 4287, Record of Discovered Remittances, is one year after the end of the processing year per Document 12990, Records and Information Management Record Control Schedules, Tax Administration – Wage and Investment (Job No. NC1–58– 85–10, Item 137).

Multiple/Split Remittances

  1. A multiple remittance (also referred to as "Multi") is two or more remittances received with a single return/document.

  2. When processing accompanying return/voucher/notice as the posting document, the following applies:

    1. Run a calculator tape totaling the remittances and attach the calculator tape to the front of the document. Ensure the total equals the balance due on the posting document(s).

      IF Then
      Remittances and return/document balance due line agree Green rocker balance due line.
      Money amounts disagree and the balance due is only partially paid Edit the remittance amount in green to the left of the balance due line.
      Money amounts disagree and the balance due is overpaid Edit remittance amount in green to the left of the balance due line.
    2. Edit "M" and the number of remittances in the upper left hand corner of all remittances and the document.

  3. If a payment posting document is needed, photocopy the original correspondence to forward with the payment. Send the original correspondence to the appropriate business function.

  4. A split remittance is one remittance received with more than one return/document and/or more than one tax period.

    If Then
    Remittance and return/documents balance due lines agree Green rocker balance due lines.
    Money amounts disagree Apply remittance amount to returns/documents from oldest to most current tax period.

    Note:

    If the taxpayer provides directions, the payment must be applied in accordance with those directions unless it is an installment agreement payment. See IRM 21.1.7.9.10.3, Analysis of Payments by Payment Perfection, (4).

    After application of remittance, a return/document is only partially paid Edit the remittance amount in green to the left of the balance due line of the partial paid return/document.
    (If no amount of the remittance is applied to a return/document, do not edit.)
    After application of remittance, the total of the balance dues on the return/document is overpaid Apply excess remittance to the oldest tax period, edit remittance amount in green to the left of the balance due line.
    Split remittance Edit "S" and number of returns/documents in upper left corner of remittances and returns/documents.
  5. Prepare adding machine tape for each Multi/Split return/document edited amount and total. On the same tape list, check amounts and total. Both totals must equal. Attach adding machine tape to front of the first return/document.

  6. Campus Support began to process multiple/split remittances through RS-PCC on December 20, 2010.

  7. Splits and Multis may be combined if more than one return or document is received with more than one remittance. This is called a complex split.

    If ... Then ...
    Remittance equals return/documents balance due lines Green rocker the amounts on the returns and documents.
    Remittance is greater than return/documents balance due lines Apply the excess to the return or document with the oldest tax period.
    Remittance is less than return/documents balance due lines Subtract the difference from the most current tax period and process any remaining returns or documents as non-remit.
  8. Edit "M" and the number of remittances in the upper left hand corner of both the remittances and returns/documents.

  9. Edit "S" and the number of returns/documents in upper left corner of both the remittances and returns/documents.

  10. Prepare an adding machine tape totaling all the remittances, then another adding machine tape totaling all the returns/documents. Both totals must be equal. Attach the tapes to the front of the first document.

Bill of Exchange

  1. If a Bill of Exchange or Registered Bill of Exchange is received from a taxpayer authorizing the campus to settle their account through Fedwire, send everything received to the following address:

    Department of the Treasury Office of Executive Secretary
    1500 Pennsylvania Avenue, NW
    Room 3413
    Washington, DC 20220

  2. Complete Form 9814, Request for Mail/Shipping Service, and check "Next Day Air" and "Remittances and Payments" boxes. Forward to your Shipping area.

Routing Offshore Voluntary Disclosure Program Payments

  1. Route Offshore Voluntary Disclosure Tax Payments (OVDP) and/or amended returns (IMF Only) via overnight traceable method to the Austin Submission Processing Center for specialized processing. Send all tax payments on the day of receipt or as soon as possible the next business day to:

    Internal Revenue Service
    3651 S. I H 35 Stop 1919 AUSC (Remittance) or;
    3651 S. I H 35 Stop 4301 AUSC (Non-Remittance)
    Austin, TX 78741
    ATTN: Offshore Voluntary Disclosure Program

Bureau of Public Debt

  1. Checks received at Campus Support for the Bureau of Public Debt will be processed following the procedures below:

    • Transship to Submission Processing.

    • Prepare a separate Form 3210, Document Transmittal.

    • Write Bureau of Public Debt in the remarks section of the Form 3210.

    • Over stamp the check United State Treasury, if the check is made payable to Bureau of Public Debt or any other unacceptable payee.

Non IRS Return Refund Checks

  1. If a non IRS return refund check, is received from a taxpayer mail it to:
    Department of Treasury
    P. O Box 12599
    Kansas City, MO 64116

    Note:

    If mailed by overnight mail, send the checks to:

    Department of the Treasury
    4241 NE 34th Street
    Kansas City, MO 64116

Information Returns (IRP)

  1. Payments received with information Form W-2G, Form 1096, Form 1098, Form 1099 series, Form 5498, and Form 8038 cannot be used as a source document.

    1. Follow procedures in IRM 21.1.7.9.10.3, Analysis of Payment by Payment Perfection.

    2. Apply payment with TC 670, when application of payment is determined.

    3. Follow transshipment procedures, when application of the payment cannot be determined.

    4. Route forms to appropriate function.

  2. If a payment is received with an Enterprise Computer Center at Detroit Computing Center (ECC-DET)≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ in response to a Form 1099 Series Information Return with or without correspondence or a tax return, DO NOT apply the payment to this EIN. The payment should be returned to the taxpayer. Return the payment with a Letter 4630 or Form 8121, Return of Unacceptable Payment, with the following: We are returning your payment of [$$$] dated [mm/dd/yyyy]. The payment appears to have been made in response to our sending you a Form 1099[???] for calendar year [yyyy]. Form 1099[???] is not a tax bill; it provides information on interest income that you should report if you are required to file a tax return. Therefore, no payment is required.

    Note:

    Use only the last four digits of the taxpayer’s SSN on Letter 4630.

Cash Bonds

  1. Correspondence stating "Stop Interest" , "pursuant to IRC Section 6603" or "Rev. Proc. 2005-18" , should be processed as an IRC Section 6603 deposit. These payments must be routed to Submission Processing and processed through Manual Deposit with 999 DLN blocking. Transship to Submission Processing on a separate Form 3210 stating "Cash Bond" . Make a copy of the source document and send with payment. Route original to the appropriate function.

Frivolous Checks

  1. Checks that state: "NOT FOR DEPOSIT" "EFT ONLY" "FOR DISCHARGE OF DEBT" and/or "WITHOUT RECOURSE" on the back are bad checks identified as part of a refund scheme. If you receive one of these checks, do not process. Checks marked "not for deposit" are not negotiable. Forward the non-negotiable instruments with Form 3210, Document Transmittal, to the Frivolous Filer Unit at the address below:

    Internal Revenue Service
    1973 Rulon White Blvd. MS 4450
    Ogden UT 84201

Questionable Payments

  1. Campuses are receiving questionable remittances that resemble checks and money orders. In most cases, these remittances show the taxpayer and the "United States Bureau of Internal Revenue" as payees. The bogus remittances may include other identifying characteristics. DO NOT PROCESS ANY REMITTANCES CONTAINING THE FOLLOWING CHARACTERISTICS:

    1. Unusual or no financial organization name

    2. Monetary instruments printed on check quality paper or photocopying paper

    3. Monetary instruments that reference Title 31 USC 371

    4. No bank routing information. (All American checks have a nine digit number surrounded by symbols |:|:,e.g., |:123456789|:.)

    5. A lien number

    6. The words "Certified Bankers Check," "Public Office Money Certificate," "Certified Documentary Draft," "Lien Draft," "Certified Money Certificate," "Comptroller Warrant." "Do Not Deposit" , "Not For Deposit" , "For Setoff/Adjustment/Discharge," "EFT Only For Discharge of Debt" and "Comptroller Warrant"

    7. Bank or Financial Institution does not exist or has gone out of business.

    8. No magnetic encoding

    9. A sight/site draft that requires a service charge to process.

    10. Non-negotiable remittances such as a Lien draft, Certified Banker's Check, Public Office Money Certificate, Certified Documentary Draft, Comptroller Warrant and/or Certified Money Certificate

    11. Personal checks drawn on the Federal Reserve Bank or any Federal Agency. The Federal Reserve Bank and Federal Agencies do not offer personal checking accounts.

  2. A large majority of the bogus remittances are received by "Certified" or "Registered" mail. They may be accompanied by the following documents:

    1. A letter requesting a refund for overpayment or the taxpayer renouncing his/her U.S. citizenship.

    2. A document titled "WARRANT PROCESSING PROCEDURES" has been attached to several of the bogus remittances. THIS IS NOT A LEGAL OR VALID DOCUMENT. DO NOT PROCESS A REMITTANCE BECAUSE IT IS ATTACHED TO THE WARRANT PROCESSING PROCEDURES.

  3. Upon receipt of a suspicious remittance, process using the following procedures.

    1. Avoid removing evidence, lifting finger or palm prints, handling the remittance, envelope and any correspondence as little as possible. Place remittance in a check saver.

    2. If there is any doubt about the legitimacy of a particular payment, immediately contact your manager and the Fraud Detection Center or the local Office of the Treasury Inspector General for Tax Administration (TIGTA) in your Campus.

    3. Do not contact the taxpayer, payer, banking institution or remitter indicated on the remittance to ascertain if the item is legitimate or not.

    4. Do not refer or discuss the questionable remittance with anyone or any Agency outside the IRS. This includes supplying photocopies or faxing the item to anyone other than an authorized IRS employee.

    5. In the event the Fraud Detection Center chooses not to pursue the matter, return the phony remittance to the taxpayer using Letter 4630.

      Note:

      Use only the last four digits of the taxpayer’s SSN on Letter 4630.


      In addition to including the remittance in the letter, state the Campus' Director or delegated Service employee who has the authority to refuse acceptance of a remittance if there is doubt that it would be honored upon presentation to a financial institution. The appropriate definition should be included as the basis for return of the remittance.

    6. Do not issue Form 809, Receipt for Payment of Taxes, for questionable or known bogus remittance. If the remittance is deemed credible and returned to the site for processing, Form 809 may be issued at that time.

    7. Prepare Form 3210, Document Transmittal for any questionable payment released to the Fraud Detection Center (FDC). Annotate on Form 3210 the taxpayer's name, TIN, type of payment (i.e., check, draft, money certificate), payment amount, Tax Form, Tax Year, Received Date, and/or any other pertinent information concerning the payment. The legible signature and title of the Fraud Detection Center employee to whom the questionable payment is released must also be shown on Form 3210.

Department of Justice/Criminal Restitution Program Payments

  1. Campus Support may receive Department of Justice Criminal Restitution Payments. The checks are United State Treasury checks. The top of the check has a statement "US District Court" . Prior to Atlanta Submission Procession Ramp Down, the payments were processed by Atlanta Submission Processing. Atlanta Campus Support may receive these checks addressed to the old address P.O. Box 47-421 Stop 151.

  2. Department Of Justice (DOJ) Criminal Restitution Payments must be processed at Kansas City. Criminal restitution payments received at Campus Support sites must be transshipped through overnight traceable mail to the following address:

    Internal Revenue Service

    ATTN: RACS, Stop 6261, Restitution

    333 West Pershing Rd.

    Kansas City MO 64108

Petitioning United State Tax Court

  1. If Campus Support receives a payment made payable to Clerk, United State Tax Court in the amount of $60.00 and the taxpayer is petitioning the court, route the check and all attachment to the following address:

    United States Tax Court

    400 Second Street, N.W

    Washington, D.C. 20217

Over the Counter Channel Application (OTCnet)

  1. The Over the Counter Channel Application (OTCnet) financial service is a secure, web-based system combining the functionality and features of two former applications: Paper Check Conversion Over The Counter (PCC OTC) which electronically processed US checks presented for payment and the Treasury General Account Deposit Network (TGAnet) which processed US currency. IRS began using OTCnet on October 1, 2012. OTCnet is the system that converts paper checks (personal and business) into electronic debits to the check writer’s account. OTCnet sends captured check data to Debit Gateway at the Federal Reserve Bank Cleveland (FRB-C), who then sends the data to the appropriate Financial Institutions (FIs) either through Federal Reserve System's Automated Clearing House (ACH) System (FedACH ) for personal checks or Check 21 for non-personal checks, where the check was written. The process is highly automated and greatly improves the collection, reconciliation, research and reporting processes associated with Federal Agency check collections.

  2. OTCnet is comprised of three elements:

    • Administration

    • Check Capture, Check Processing and Reporting

    • Deposit Processing and Reporting

    The Administration element is a component of the Check Capture, Check Processing and Reporting as well as Deposit Processing and Reporting.

  3. The Administration function supports Check Capture, Check Processing and Reporting as well as Deposit Processing and Reporting.

  4. Check Capturing, Check Processing converts personal and business checks into electronic fund transfers. Transactions can be a consumer, consumers accounts receivable, and business transactions.

  5. Deposit Processing permits Federal agencies the ability to create and submit deposits for confirmation. This platform also allows for Financial Institutions to confirm those deposits and create adjustments electronically.

  6. The operator takes the completed check and inserts it into the Point of Sale scanner. The scanner reads the Magnetic Ink Character Recognition (MICR) line on the bottom of the check and captures the image of the check into the POS computer. The bank account information that is captured from the MICR line is transmitted to the Fiscal Service for processing. The paper check is no longer sent to the bank. For checks processed through OTCnet, the agency must destroy the check. The scanned checks must be held for two months following deposit of checks before shredding the checks.

    Exception:

    If the Electronic Federal Payment Postin System (EFPPS) has unresolved errors, the checks and vouchers are not destroyed until errors have been corrected. The checks are not shredded until the Reconciliation Report Deposit Ticket Summary shows the checks have been Transmitted for Archival or no longer available on the report. If Ogden Submission Processing requests additional information, Campus Support must respond within 24 hours.

  7. The check image is forwarded and stored for seven years in OTCnet. You can search the check images as well as the check capture and transaction data throughout the CIRA (Check Image and Research Archive) Query feature within OTCnet .

  8. The financial information captured from the MICR line is transmitted to the Fiscal Service. The Fiscal Service processes the transaction through the ACH network or the Check 21 network, depending on the initial agency set up. The Fiscal Service makes TRS entries, and provides the electronic OTCnet Deposit Ticket (SF-215) and debit voucher (returns SF-5515) for IRS retrieval.

Processing Payments via Remittance Strategy for Paper Check Conversion (RS-PCC)

  1. As of May 2008, Campus Support, began processing perfect payments using RS-PCC. RS-PCC interfaces with Electronic Federal Payment Posting System (EFPPS) that enables Campus Support to electronically process paper remittances at the point of receipt. The checks are scanned; taxpayer accounts are debited by Fiscal Service; and the posting information is sent to EFPPS for account posting. Insolvency, Mis-Directed, and OIC payments received at the Philadelphia, Brookhaven, Memphis, Andover, and Atlanta Campuses are scanned through Over the Counter Channel Application (OTCnet).

  2. On December 20, 2010, RS-PCC Release II was implemented. This is a new web-based system and it has the additional capability to process split checks (one check to multiple tax modules), multiple checks (multiple checks to one or more tax modules), secondary/tertiary transactions, perform key verification, and entity validation.

  3. RS-PCC payments are identified on IDRS by the literal EFT- TRACE and a DLN beginning with the number "81," "82" or "83."

  4. Posting information for RS-PCC is sent to EFPPS for perfection and master file posting. These payments are identified on master file with a 17-digit EFT Trace Number. The Tape Edit Processor (TEP) assigns two leading digits (29), which denote the Submission Processing Center Code (Ogden). The remaining 15 digits represent the EFT Number and identifiy the RSPCC Site. Description of these 15 digits:

    1. Position 1 (5) Identifies the payment Financial Agent ID as RS-PCC

    2. Position 2 (2) Identifies the payment method as ACH debit

    3. Position 3 (0 - 9), 0 = Campus, 1 - 4 = Field Assistance 5 - 9 = Reserved numbers

    4. Position 4 identifies the year the payments are processed

    5. Position 5, 6, and 7 Identifies the 3 digit Julian date

    6. Position 8 and 9 (00-99) Identifies a specific Campus or TAC site. See (5) below

    7. The last 6 positions represent a sequentially assigned unique Serial Number

    Data and images of all the checks are available on Remittance Transaction Research (RTR). RS-PCC data is identified by a separate site ID (Andover 08, Atlanta 07, Brookhaven 19, Memphis 49, Philadelphia 28, and Field Assistance 00). Prior to October 19, 2010, all payments processed through RS-PCC used site ID 00. The scanned checks must be held for two months following deposit of checks before shredding the checks. The shredder must be located within the unit where the scanned checks are securely stored. The payment vouchers are shredded or destroyed as classified waste after two months.

    Note:

    If EFPPS has unresolved errors, do not destroy checks and vouchers until errors have been corrected. Do not shred the checks until the Reconciliation Report Deposit Ticket Summary shows the checks have been Transmitted for Archival or no longer available on the report. If Ogden Submission Processing requests additional information, Campus Support must respond within 24 hours.

  5. Position 8 and 9, Specific Campus or TAC Site:

    • 00 - Philadelphia Insolvency prior to July 2008

    • 00 - All Campus Support sites for Discovered Remittance (July 2008, to February 2014)

    • 01 - Philadelphia Insolvency (July 2008, to present)

    • 02 - Philadelphia Perfect Mis-Direct Payments

    • 03 - Philadelphia Imperfect Mis-Direct Payments

    • 05 - Brookhaven Perfect Mis-Direct Payments

    • 06 - Brookhaven Imperfect Mis-Direct Payments

    • 07 - Memphis Perfect Mis-Direct Payments

    • 08 - Memphis Imperfect Mis-Direct Payments

    • 09 - Brookhaven OIC Payments

    • 10 - Memphis OIC Payments

    • 11 - Andover Perfect Mis-Direct Payments

    • 12 - Andover Imperfect Mis-Direct Payments

    • 13 - Atlanta Perfect Mis-Direct Payments (as of June 2011)

    • 14 - Atlanta Imperfect Mis-Direct Payments (as of June 2011)

    • 15 - Austin Submission Processing Perfect OVDP Misdirected Payments

    • 16 - Austin Submission Processing Imperfect OVDP Misdirected Payments

    • 17 - Austin Submission Processing OVDP Discovered Remittances

    • 18 - Philadelphia Discovered Remittance

    • 19 - Philadelphia Mail Perfect

    • 20 - Philadelphia Mail Imperfect (Unidentified)

    • 21 - Brookhaven Discovered Remittance

    • 22 - Brookhaven Mail Perfect

    • 23 - Brookhaven Mail Imperfect

    • 24 - Memphis Discovered Remittance

    • 25 - Memphis Mail Perfect

    • 26 - Memphis Mail Imperfect

    • 27 - Andover Discovered Remittance

    • 28 - Andover Mail Perfect

    • 29 - Andover Mail Imperfect

    • 30 - Atlanta Discovered Remittance

    • 31 - Atlanta Mail Perfect

    • 32 - Atlanta Mail Imperfect

  6. If the taxpayer has designated form type, tax year, TIN (SSN or EIN), and name control, use the taxpayer's intent when applying payments. See IRM 21.1.7.9.10.3, Analysis of Payment Perfection, for additional information. Payments are processed as follows:

    If Payment is Received with ... Then ...
    Original return Input TC 610.
    Copy, duplicate, or amended notated on the return Input TC 670 with TC 570 and DPC 24.
    CP notice with a stub See Exhibit 21.1.7-9, Master File CP Notices Processing Table.
    CP notice without a stub See Exhibit 21.1.7-9, Master File CP Notices Processing Table.
    NMF letter, form, or an indication the payment is for a NMF account Transship payment to Cincinnati Submission Processing Campus.
    IDRS Correspondex Letter with stub Input the information on the stub.

    Exception:

    Process Letter 3064 or Letter 4676 using TC 670/570 with or without stub.

    See Exhibit 21.1.7-10, Master File Letter Processing Table, for additional information.
    IDRS Correspondex Letter without stub

    Exception:

    510C, 1151C, 1802C, 2626C, 3404C, 4010C, and 4314C

    Input TC 670 and 570.

    Exception:

    Process the payment using TC 640 for 1151C, 1802C, 2626C, 3404C, 4010C, and 4314C.
    Transship payment with a copy of the 510C letter to Submission Processing.

    See Exhibit 21.1.7-10, Master File Letter Processing Table, for additional information.
    Taxpayer's inquiry with name, TIN, tax period, and form Input TC 670 and TC 570.

    If a payment is received with a letter with or without a stub and the letter does not indicate a balance due, apply the payment with TC 670/570 except the letters listed in the table above with TC 640. If a payment is received with a letter with or without a stub and the letter indicates a balance due, apply the payment with TC 670 except for letters listed above.

    Note:

    See Exhibit 21.1.7-8, Master File Form Processing Table, Exhibit 21.1.7-9, Master File CP Notices, and Exhibit 21.1.7-10, Master File Letters Processing Table, for additional forms, letters, and notices.

    Note:

    If an original return is received with a CP notice, process the payment by inputting TC 610.

  7. Campus Support is responsible for taking steps to deposit checks as follows:

    1. Scan payment checks.

    2. Populate all the fields identified with an asterisk (*) next to the field name, after check is successfully scanned;

    3. Verify the information on Form 3244 with the preparer, if there is a discrepancy in the check and corresponding form.

    4. A calculator tape is attached to the batch RPSID Sheet totaling the number of checks and dollar amount. Users must verify the calculator tape with total payments processed and the Batch Listing before completing the batch to ensure all payments are scanned. If a payment cannot be processed, users should update the calculator tape (using a red pen) and document the RPSID Sheet. The manager or designated approver should initial the change before checking complete and sending the batch for key verification. See IRM 3.17.278.11.13, RS-PCC Key Verification (KV), for KV instructions.

    5. Transmit check information daily to the OTCnet via the RS-PCC System.

    6. Retrieve the 215 Deposit Ticket information from OTCnet each day for the prior day’s scanned checks. Balance the deposit information with the scanned checks and the EOD Report.

    7. Campus Support must balance daily using EOD and 215 Deposit Ticket.

    Note:

    All successfully scanned checks must be stamped with "Electronically Presented" or "Electronically Processed" . If a check is not electronically stamped, manually stamp the check.

    Note:

    If any checks cannot successfully be scanned via RS-PCC and "Electronically Presented" or "Electronically Processed" is stamped on the checks, line through "Electronically Presented" or "Electronically Processed" with a red pen. Be careful not to line through any information needed to manually process the checks. Transship the checks overnight with a separate Form 3210, Document Transmittal, and notate that the checks were unable to be processed through RS-PCC.

  8. Campus Support must be aware of questionable remittances. See IRM 21.1.7.9 (13), Payments.

  9. See IRM 21.1.7.10.1.12, Checks that Cannot be Processed Through RS-PCC, for a list of payments that cannot be processed through RS-PCC.

  10. Campus Support management must monitor workload to determine if transshipment is necessary. Before transshipping payments to Submission Processing, contact AM Headquarter Campus Support Analyst and Submission Processing (SP) Headquarter RS-PCC Analyst with the IRS received date and the volume of checks to be transshipped.

  11. When RS-PCC is down Accounts Management (AM) Headquarter Campus Support Analyst and Submission Processing (SP) Headquarter RS-PCC Analyst must be notified immediately.

  12. If RS-PCC is down for more than one day, the payments must be transshipped to Submission Processing. Before transshipping payments to Submission Processing, contact AM Headquarter Campus Support Analyst and Submission Processing (SP) Headquarter RS-PCC Analyst with the volume of checks to be transshipped and the IRS received date.

  13. Notify the SP site prior to transshipping payments. Provide them with the number of payments, IRS receive date and the date the payments will be transshipped.

Processing Payments (Payment Entry)
  1. Campus Support is responsible for taking steps to deposit checks as follows:

    1. Upon receiving a batch the users must count the checks and verify them against the attached calculator tape totaling the number of checks and dollar.

    2. If a payment cannot be processed, users should update the calculator tape (using a red pen) and document the RPSID Sheet. The manager or designated approver should initial the change before processing any payments in the batch.

    3. Payments are batched with 1 - 25 remittances per batch with RPSID Sheet with the same received date can be combined into a single batch of no more than 25.

  2. After successfully logging into the RS-PCC RL II application, from the RS-PCC RL II Home Page, click Payment Entry.

  3. On the Payment Entry Menu, the operator will choose New Batch button. This allows the operator to input the check information for processing.

  4. The operator will visually verify that all checks are scanned properly, that the entire front of the check image is visible on the screen, and that the dollar amount is legible before scanning the next check or signing out of the batch.

  5. Verify the information on the payment posting document with the preparer if there is a discrepancy in the check and corresponding form.

  6. Input the Received Date from the payment source document (MMDDYYYY) and RPSID number from the RPSID Sheet. Both numbers will carry through on the rest of that batch. If a payment in the batch has a different receive date, you can change the Received Date on the Payment Entry Screen to the correct date.

  7. The operator will then choose if the remittances will be processed as a Single, Multi or a Split payment:

    • Single Payment – one payment to one transaction

    • Multi Payment – more than one payment to one transaction

    • Split payment – one payment applied to more than one transaction or taxpayer

  8. Each payment consists of a remittance and transaction section. In the single mode, both sections are available on the same page view. In a Multi/Split mode the remittances and transaction sections are displayed on separate pages.

  9. Click Scan Checkbutton to activate the scanner. A green light on the scanner indicates that it is ready to receive checks. The scanner will automatically flip the check and scan the back. The check image will appear on the screen. Ensure the check is readable. The remittance is placed in the scanner with the Magnetic Ink Character Recognition (MICR) line of the check face up, aligned with the right side of the scanner. The MICR line is the bank routing number, account, and check number found on the bottom of the check. Gently push the check forward to allow the scanner to grasp the check.

  10. When encountering scanner errors, operator should re-scan the check once or twice. The Clear Scanner button releases the check and clears the captured code line and image, allowing the operator to re-scan the check. Example of scanning errors:

    • If the image of the check is skewed, this type of error will require manual visual inspection and correction. RS-PCC may not display an error message, but the operator should re-scan the check if a potential problem exists with the image.

    • When the MICR line is displayed in red, correct it immediately.

    • When the scanner cannot read any or all of the MICR code line and the failure persists, the user should verify the check is not from a Foreign Bank. If it’s not, the user should correct the MICR Line. Refer to IRM 3.17.278-5, MICR Line Symbols.

  11. To correct the MICR line code, the entry operator should:

    • The user should re-type the complete MICR Line

    • Replace the MICR symbol with the correct code. Each of the symbols that are before and after the routing number, account number, and check number represents either a “T”“O” “A” or “D”. See IRM 3.17.278-5, MICR Line Symbols.

  12. Once the operator has corrected the MICR Line, they will continue to input the payment information. The completed RS-PCC batch will be systemically forwarded to allow the Supervisor User to review, approve or reject the MICR line entry.

    Note:

    If the scanner Cannot Read the Payment Image, or RS-PCC will not accept the MICR error correction, see IRM 21.1.7.10.1.1 (11). If it is determined that the payment can’t be processed, remove payment and the manager or designated approver should initial the change before processing any other payments in the batch.

  13. Input the fields needed to process a payment:

    • *IRS Receive Date (MMDDYYYY)

    • *RPSID

    • *Check Amount

    • *Name Control

    • *TIN

    • *Master File Tax Code (MFT)

    • *Tax Period (YYYYMM)

    • *Amount 1 (Transaction Amount)

    • *TC 1 (Primary Transaction Code)

    • Designated Payment Code (DPC)

    • Amount 2 (Transaction Amount)

    • TC 2 (Secondary Transaction Code)

    • Amount 3 (Transaction Amount)

    • TC 3 (Tertiary Transaction Code)

  14. RPSID Range:

    • Insolvency (000000)

    • Perfect Remittance (000001 - 489999)

    • Payment Perfection Remittance (610000 - 769999)

    • Discovered Remittance (497000 - 499999)

    • Imperfect Misdirected Unidentified (790000 - 799999)

  15. Once the operator has clicked “Finish” to close the batch, they will have the option of either printing the Batch Listing, Completing the Batch, or Editing the Batch using the following icons:

    • List Payment - to edit the batch

    • Print - print the batch listing

    • Print and Complete – print the batch listing and the batch processes to the next status (Ready for KV or Approval)

    • Compete – the batch will process to the next status (Ready for KV or Approval)

  16. The operator must verify that the total checks and Dollars on the Batch Listing total the calculator tape and the total checks. The operator must correctly record the total checks and dollar amount on the RPSID Sheet as follows: Payment Input: (your SEID) 12 cks $xxxx.xx

  17. If you need to correct an error or delete a payment, click List Payment and navigate within the list payment screen to correct or delete the payment. You must now click on Finish again to close the batch.

  18. To complete the batch, click on Print and Complete. This completes the batch and prints the Batch List. See IRM 3.17.278-8, RS-PCC Batch Listing.

  19. The Batch List Report shows all transactions included in the batch. The report consists of the detail and summary pages and changes the status of the batch to Ready for Key Verification if it is printed after clicking Complete Batch.

  20. If there was a MICR Line correction or Duplicate check issues during the processing of the batch, the batch goes to Awaiting Approval Status. The supervisor must approve the batch before it goes to Ready for Key Verification.

  21. Supervisor will receive an email alert that a batch of work needs approval.

  22. Supervisor will logon to RS-PCC, from the front page click on “Awaiting Approval” and then find and make the approvals on the batch before it goes to “Ready for Key Verification”.

  23. Review the MICR Line Approval:

    • Approve - Promotes the check to the Saved status and then displays the Check Approval List page.

    • Delete - Deletes the payment containing the check and then displays the Check Approval List page.

    • The Approver has the ability to edit the MICR line prior to approval if it is determined that the original edit was not correct.

  24. Check Detail displays the Check Detail page for the currently displayed check. If there were corrections, Supervisor will receive an email alert that a batch of work needs approval.

  25. Supervisor will log onto RS-PCC and then click on the Batch Management tab from the Batch Management page click on Awaiting Approval then find the batch and make the approvals on the batch before it goes to Ready for Key Verification.

    Note:

    If the Approval of the MICR Line or Duplicate Check deletes the payment, the manager or designated approver should update the RPSID Sheet with new counts and amounts, the calculator tape with the change and initial the change.

  26. The scanner will manually recount the non-cash remittances and reconcile that number against the number of entries on the batch listing. In addition, the scanner will manually total the dollar amounts from each non-cash remittance and match it against the Batch Listing. The total number of non remits scanned and dollar amounts will be recorded on the RPSID Sheet with the approver’s SEID.

  27. Compile the following for the RS-PCC Reviewer (Key Verifier):

    1. Update the RPSID Sheet with total payments and dollar amount

    2. Printed Batch Listing Ready for KV

    3. Posting documents

    4. Remittance

MICR Line Approval/Duplicate Check Approval
  1. If there was a MICR Line correction or a Duplicate check issue during the processing of the batch, the batch goes to Awaiting Supervisor Approval status. The supervisor MUST approve the batch before it goes to Ready for Key Verification (KV).

  2. The Supervisor will receive an email alert that a batch of work needs approval.

  3. The Supervisor will logon to RS-PCC and click on Batch Management tab, then click on Awaiting Supervisor Approval. The User will then find the batch and make the approvals on the batch before it goes to Ready for Key Verification.

    Note:

    The approval official will be unable to perform Key Verification on the batch that contains the MICR correction.

  4. Review MICR Line Approval:

    • Approve – Promotes the check to the Saved status and then displays the Check Approval List page.

    • Delete – Deletes the payment containing the check and then displays the Check Approval List page.

    • Check Detail – Displays the Check Detail page for the currently displayed check.

      Note:

      If the Approval of the MICR Line or Duplicate Check deletes the payment, the manager or designated approver should update the RPSID Sheet and calculator tape with the change and initial the change.

RS-PCC Key Verification (KV)
  1. ) The operators perform quality review on payments through an electronic method called Key Verification (KV). All batches “must” be Key Verified before they can be transmitted to OTCnet for deposit. The KVer must count the payments in the batch prior to KVing the batch and document the RPSID Label.

  2. To KV a batch the operator selects the Key Verification Tab from the RS-PCC home page. This will display a list of all available batches that are “Ready for Key Verification” and “In Key Verification”. To KV a batch, the operator will select a batch with the status “Ready for Key Verification”. The operator will not be able to KV any batches if they were the Approver or the Entry Operator. Therefore those batches will not be displayed when they are key verifying.

    Note:

    RS-PCC users “cannot key verify” their own work if they have either processed or approved the payment.

  3. Once the batch is selected, the status will change to “In Key Verification”.

  4. There are two types of KV views depending on the type of payments:

    • The single payment KV process view; remittance and transaction information on the same screen.

    • The multi/split KV process view, remittance and transaction information in different pages.

  5. Payments are key verified in the order they were entered.

  6. The operator will take the physical check and enter the amount directly from the Check. The operator will enter the data for each payment field selected for KV into the KV edit pages.

  7. The operator will correct any errors encountered during KV.

    Note:

    Fields that are pre-populated can be edited by the key verifier if the information is not correct.

  8. When corrections are made during key verification to the original dollar ($) amount or SSN/EIN and name control, the batch will require Supervisor Approval before it goes to deposit.

  9. When the last payment in the batch is displayed, the Finish button is enabled. After entering all of the KV data in the current item, the operator selects the Finish button, and the system performs additional validation for the payments in the batch, and then saves the data. Upon completion of the KV process, the batch will be changed to “Ready for Deposit” status. If there are no issues, the batch will then be sent to “Transmitting for Deposit”. If it did not fail during transmit, the batch will process to “Sent for Deposit” and be sent to OTCnet.

  10. The RS-PCC Batch Payment List is displayed after a batch is completed for KV. The report displays the batch status at the time it was requested. Any changes made during KV will be reflected on this report. Click on the Print button on the menu bar to print the Ready for Deposit Listing.

    Note:

    If a payment is deleted during Key Verification. The manager or designated approver should update the RPSID Sheet and calculator tape with the change and initial the change.

Dollar Amount Approval/SSN/EIN and Name Control Approval
  1. If corrections are made during key verification to the original $ amount OR SSN/EIN and name control, the batch will move to Awaiting Supervisor Approval status once the key verifier operator finishes key verifying the batch.

    • Manager/Lead or authorized designee will be required to verify the correction(s) made by the key verifier operator before approving the batch for deposit.

    • After the batch is approved the batch status will move to Ready for Deposit.

    • The batch listing Ready for Deposit will now provide the original entries made by the scanner operator and key verifier operator. All corrections made by the key verifier operator and approval operator are now identified on the new batch listing Ready for Deposit.

RS-PCC Balancing
  1. All RS-PCC batch of remittance, scanned and key verified, MUST be balanced daily.

  2. The Manager or authorized designee MUST balance their previous day’s work using the following:

    1. End of Day Report (EOD) for the date the batch was scanned and/or key verified. For additional information, see IRM 21.1.7.10.1.6, RS-PCC End of Day (EOD) Reports

    2. The 215 Deposit Ticket Report for the next business day after the batch was scanned and key verified. See IRM 3.17.278.11.17.2, 215 Deposit Ticket, IRM 3.17.278-7, RS-PCC End of Day Report and IRM 3.17.278-10, OTCnet-OTC ELVIS 215 Report.

  3. The Manager/Lead or authorized designee compares the 215 Deposit Ticket Report to the EOD Report from the prior business day to ensure all scanned checks were deposited.

  4. You have balanced if the information from the 215 Deposit Ticket Report (transaction date, check count, and dollar amount by operator SEID) matches with the End of Day Report (Operator Listing). It could have more than one day of scanned checks.

  5. When the check count and dollar amount, by operator SEID, for the transaction date on the 215 Deposit Ticket Report DO NOT balance with the EOD Report “Operator Listing”, Manager/Lead or authorized designee must review the state of the batch on the EOD Report.

    Note:

    The 215 Deposit Ticket Report provides a summary total by operator SEID and transaction date for batches that went to deposit. If information on the EOD Report (Operator Listing) by operator SEID (check count and dollar amount) do not match with the information on the 215 Deposit Ticket, you will need to add the dollar amount and check number for only those batched with “Acknowledgement” status to balance. Sometime batches with “Transmitting for Deposit” and “Sent for Deposit” status will be listed on the 215 Deposit Ticket Report. Manager/Lead or authorized designee is required to update, RPSID Sheet with the batch 215 Deposit Ticket date.

  6. The Manager/Lead or authorized designee’s responsibility is to determine what batches were not processed through to OTCnet.

  7. When there is a discrepancy discovered during balancing, the Manager/Lead or authorized designee will determine which checks were not deposited, the state of the batch, and what corrective action is required. Reason for any discrepancy should be listed on the RPSID Sheet and the Batch Listing.

  8. The batches state on the EOD Report DOES NOT confirm that the batch went for deposit. The 215 Deposit Ticket Report is the only Official Deposit Report for RS-PCC.

  9. Batches that failed to process through to the OTCnet are systemically placed in the following states on the EOD Report:

    • Failed During Transmit

    • Failed to Transmit

    The batch that “Failed During Transmit” or “Failed to Transmit” will NOT be on the 215 Deposit Ticket. Manager/Lead or authorized designee is required to re-transmit the batch for deposit. Once the batch is re-transmitted for the deposit, Manager/Lead or authorized designee must monitor the state of the batch to ensure the batch state is acknowledged. If the batch state is “Failed to Transmit” or “Failed During Transmit” again Manager/Lead or authorized designee must email the RS-PCC Team at &W&I CAS:SP:ATP:EP:RSPCC, with a copy to the AM CS Analyst.

  10. Batches that were systemically stalled in the RS-PCC workflow can be in the following states:

    • Ready for Deposit

    • Sent for Deposit

    • Transmitted for Deposit

    They will be displayed in the EOD report. When this occurs it is possible the batch did not go to Fiscal Service for deposit and will not be on the 215 Deposit Ticket. If the batch is not on the 215 Deposit Ticket the Manager/Lead or authorized designee must email the RS-PCC Team at &W&I CAS:SP:ATP:EP:RSPCC with a copy to the AM CS Analyst.

RS-PCC End of Day (EOD) Reports
  1. The EOD Report allows the Manager/Lead or authorized designee to monitor and review payment activity on a daily basis. The EOD Report provides the state of the batches in the RS-PCC workflow.

  2. Users with Supervisor or HQ Analyst access can order the EOD Report. The EOD Report must be ordered at the beginning of each business day prior to scanning and/or key verifying any current work for that day. The EOD report will be sent to the user’s email account within the same day.

  3. To generate the RS-PCC End of Day (EOD) Report, Manager/Lead or authorized designee orders the EOD report using Batch Management in RS-PCC. See IRM 3.17.278-7, RS-PCC End of Day Report.

  4. To order the EOD report using Batch Management, the user will Logon to RS-PCC and from the home page select the Batch Management tab then:

    1. Select the EOD menu button

    2. Select the date by using the calendar (the date that the batch was created/scanned

    3. Click the Submit button

    4. The EOD report will be created and sent to your email account from: rspcc@enterprise.irs.gov

  5. The EOD report displays the scanned work in different batch states or cycles. The Batch states or cycles are:

    1. In Data Entry - The batch has been created and remittance transactions are being added to it

    2. Awaiting Supervisor Approval – The batch is waiting for Supervisor Approval on a check MICR line correction or a duplicate payment. After batch is approved it moves to Ready for Key Verification status.

    3. Ready for Key Verification - All remittance transactions have been added to the batch and the operator has marked the batch as complete. The batch is ready for key verification.

    4. In Key Verification -The batch has been opened for key verification and an operator is key verifying it.

    5. Awaiting Supervisor Approval – The batch is waiting for Supervisor approval when corrections are made during key verification to the original $ amount or SSN/EIN and name control. After batch is approved, it moves to Ready for Deposit status.

    6. ) Failed to Transmit – The batch failed to be transmitted to OTCnet.

    7. Failed During Transmit - An error occurred transmitting the batch to OTCnet.

    8. Ready for Deposit -The batch has been key verified and is ready for deposit to OTCnet.

    9. Transmitting for Deposit -The batch is in the process of being transmitted for deposit to OTCnet.

    10. Sent for Deposit - System has transmitted the check of the remittance transaction for deposit to OTCnet

    11. Acknowledged - OTCnet has sent notification to RS-PCC system that the batch was successful processed at OTCnet

215 Deposit Ticket
  1. Manager/Lead or authorized designee will order the 215 Report from the Treasury OTCnet website. Manager/Lead or authorized designee requiring access to the 215 Deposit Ticket Report, see IRM 3.17.278.8, OTCnet Access/Security Forms and Passwords.

  2. The 215 Deposit Ticket Report is available after 7:00 a.m. EST and must be printed daily.

  3. The Deposit Date of the 215 Report is the next business day after the the batch was sent to OTCnet for deposit. A printed copy of the 215 Deposit Ticket Report is to be maintained in the retention file.

  4. The 215 Deposit Ticket Report is the Official Deposit Report for RS-PCC. It is used to ensure that all batches that were scanned by an individual went to deposit. The 215 Deposit Ticket Report displays the information numerically and alphabetically by SEID of the employee who scanned the batch for the Campus.

  5. The 215 Deposit Ticket is located at OTCnet Online application. To request the 215 Deposit Ticket:

    1. Log on to OTCnet

    2. Select the Reports Tab from the OTCnet home page

    3. Select Check Processing Report

    4. Under Business Reports, scroll down and select 215 Deposit Ticket Report

    5. Select date

    6. Select Report Format

    7. Select Expand All

    8. Location Name: 20092900 CA

    9. Locate and select your ALC (2009290003, 2009290004, 2009290005, 2009290006, 2009290007)

    10. Save and/or print your 215 Deposit Ticket Report

  6. The 215 Deposit Ticket Report displays the following:

    • 215 Deposit Ticket Date – Settlement date

    • Deposit Ticket Number

    • Cashier ID – SEID of operator who scanned the batch in numerical order then in alphabetical order

    • Transaction Date – The date the batch was scanned (can be more than one scanned day for the same Cashier SEID)

    • Summary Count – Number of checks sent to OTCnet by Cashier SEID and transaction date

    • Summary Amount – Dollar amount of funds sent to OTCnet by Cashier SEID and transaction date. See IRM 3.17.278-10, OTCnet-OTC ELVIS 215 Report.

    Note:

    You may obtain your specific location name under 20092900CA. Locations are listed in order ending in area number: (2009290003) Philadelphia, (2009290004) Brookhaven, (2009290005) Memphis, (2009290006) Andover and (2009290007) Atlanta.

Reconciliation Report/Shredding
  1. The Reconciliation Report is distributed each day by 12:30 p.m. EST to a specific distribution list through Outlook. See IRM 3.17.278-6, Reconciliation Report.

  2. The Reconciliation Report is generated through the RS-PCC system. This report provides a summary of the deposit and batch activities that has not been deleted from the RS-PCC database.

  3. The Reconciliation Report is divided into two parts:

    • Deposit Ticket Summary – this part of the Reconciliation Report provides a summary of the deposits in their different states and it is used to determine when to shred. Refer to IRM 21.1.7.10.1.9, Reconciliation Report/Deposit Ticket Summary.

    • Batch Listing - this part of the Reconciliation Report contains batches that have not been deleted from the RS-PCC database and have not been associated with a Deposit Ticket. Refer to IRM 21.1.7.10.1.10, Reconciliation Report/Batch Listing.

Reconciliation Report/Deposit Ticket Summary
  1. ) The Reconciliation Report / Deposit Ticket Summary section provides a summary of the deposits in their different states.

  2. Provide information to determine when checks should be shredded.

  3. Manager/Lead or other authorized designee must verify the state of the Deposit ticket on the Reconciliation Report (Deposit ticket Summary) prior to authorizing the checks for shredding. See IRM 3.17.278.11.17.3.1, Reconciliation Report/Deposit Ticket Summary.

  4. Before Manager/Lead or other authorized designee can authorize the batch of checks for shredding:

    1. All payments must be counted and verified against the Batch Listing.

    2. Once the batch 215 Deposit Ticket Date is 60 days or older AND

    3. The batch 215 Deposit Ticket date is no longer on the Reconciliation Report/Deposit Ticket Summary, then and only then can the checks be shredded.

    Note:

    A cross-cut shredder is required when shredding remittance.


    Example: Today is July 15, 2015; the deposit ticket date listed on the batch RPSID Sheet is May 10, 2015. The deposit ticket date of May 10, 2015 is more than 60 days from today AND the deposit ticket date of May 10, 2015 is no longer on the Reconciliation Report Deposit Ticket Summary. Manager/Lead or authorized designee can authorize the batch of remittance for shredding.
    Example: Today is July 15, 2015; the deposit ticket date listed on the batch RPSID Sheet is May 10, 2015. The deposit ticket date of May 10, 2015 is more than 60 days from today AND the deposit ticket date of May 10, 2015 is still on the Reconciliation Report (Deposit Ticket Summary). Manager/Lead or authorized designee would not authorize the batch of remittance for shredding.

    Note:

    Manager/Lead or other authorized designee should initial approval of shred on RPSID Sheet.

Reconciliation Report Batch Listing
  1. This part of the report contains batches that have not been deleted from the RS-PCC database and have not been associated with a Deposit ticket

  2. The report is grouped by RS-PCC site and includes the Batch Life Cycle in different status. For more information refer to IRM 3.17.278.11.17.3.2, Reconciliation Report/Batch Listing.

Manager/User Responsibility
  1. IRS Users and managers are required to follow the U.S. Treasury Bureau of Fiscal Services Paper Check Conversion Over the Counter (PCC OTC) Standard Operating Procedures per IRM 3.17.278.9.3, Manager/User Responsibility.

Checks that Cannot be Processed Through Remittance Strategy for Paper Check Conversion (RS-PCC)
  1. The following payments cannot be processed through RS-PCC; therefore, they must be transshipped to Submission Processing for processing:

    • Government checks not endorsed

    • Third party checks not endorsed

    • Checks payable in Non U.S. currency

    • Foreign checks drawn on non-US Financial Institutions

    • Savings Bond Redemptions

    • Checks that cannot be read by RS-PCC scanner

    • Checks for a Non-Master File account

    • Checks for an account not on Master File

    • Checks for User Fee

      Exception:

      Checks for Installment Agreement User Fee can be processed through RS-PCC.

    • Check for an account with an secondary transaction codes other than TC 460 or TC 570

Balancing Scan Checks to SF215 Deposit Ticket Report
  1. The SF215 Deposit Ticket Report lists all items being deposited into CA$HLINK II on that day. The SF215 report will contain the deposit ticket number as well as details such as the number of transactions, dollar amount, transaction date, cashier ID, and location that add up to a single deposit for an Agency Location Codes (ALC).

  2. Each morning the Campus Support Manager/Lead or other authorized designee must print and compare the previous day's checks transmitted to OTCnet to the SF215 Deposit Ticket Report. The SF215 shows a total of checks deposited for each employee. The combined total for all employees must match the SF215 Deposit Ticket Report. If the total does not match, follow the instruction below:

    If ... Then ...
    The total of all checks sent for deposit do not match the SF215 report Compare the total for each individual employee.
    One or more of employees do not match the SF215 report Find the batch or batches of checks that were not sent for deposit.
    Batches were transmitted after 9:30 p.m. EST The batch of transactions will be on the SF215 report on the next day.
    A batch was not sent for deposit Send the batch for deposit and file with the batches for the next day's deposit. Notate the reason for the delay. Also notate on current day's deposit the date the batch was sent for deposit.
    A batch of checks must be re-scanned Re-scan the checks and file with the batches for the next day's deposit. Notate the reason for the delay. Also notate on current day's deposit, the date the batch was re-scanned.

    Note:

    Campus Support Manager/Lead or other authorized designee must balance daily using End of Day (EOD) and ELVIS (215 report). End of Day is used to ensure that all batches were, processed, and sent for deposit.

Checks that Cannot be Processed Through Paper Check Conversion (PCC)

  1. Checks that cannot be processed through PCC:

    • Government checks not endorsed

    • Third party checks not endorsed

    • Checks payable in Non U.S. currency

    • Foreign checks drawn on non-US Financial Institutions

    • Savings Bond Redemptions

    • Checks that cannot be read by PCC scanner

    • Counter Checks

    • Checks without taxpayers name pre-printed

    • Checks with missing or incomplete MICR characters

Processing Centralized Offer in Compromise (COIC) Payments

  1. Offer in Compromise (OIC) is centralized at the Brookhaven and Memphis Compliance Campuses. Taxpayers are instructed to mail their offer to Brookhaven or Memphis based on where they reside. The following table shows the routing per state:

    If taxpayer resides in... Then Forward the offer package to...
    California, Connecticut, Delaware, District of Columbia, Illinois, Indiana, Iowa, Kansas, Maine, Maryland, Massachusetts, Michigan, Minnesota, Missouri, Nebraska, New Hampshire, New Jersey, New York, North Dakota, Ohio, Pennsylvania, Rhode Island, South Dakota, Vermont, Virginia, West Virginia, Puerto Rico, or has a foreign address Brookhaven Internal Revenue Service
    COIC Unit Stop 680
    1040 Waverly Ave
    Holtsville, NY 11742
    Alabama, Alaska, Arizona, Arkansas, Colorado, Florida, Georgia, Hawaii, Idaho, Kentucky, Louisiana, Mississippi, Montana, New Mexico, Nevada, North Carolina, Oklahoma, Oregon, South Carolina, Tennessee, Texas, Utah, Washington, Wisconsin, or Wyoming Memphis Campus
    COIC Unit Stop 880
    5333 Getwell Rd.
    Memphis, TN 38130
  2. Campus Support must release all OIC mail to the Centralized Offer in Compromise (COIC) employee co-located in Campus Support.

  3. Centralized Offer in Compromise is responsible for the following:

    • Deliver payments to Campus Support for processing within 24 hours of receipt.

    • Write "RS-PCC" or "PCC" on Form 3210, Document Transmittal.

    • Write the offer number on the Form 3210, Document Transmittal, for each payment processed through RS-PCC.

    • Prepare Form 3244, Payment Posting Voucher, for payments processed through RS-PCC.

    • Forward Form 2515, Record of Offer in Compromise, Form 3210, and payment to Campus Support for payments processed through PCC.

    • Forward Form 3210, Document Transmittal, Form 3244, Payment Posting Voucher, and payment to Campus Support for payments processed through RS-PCC.

  4. Centralized Offer in Compromise (COIC) is responsible for completing Form 3244, for payments processed through Remittance Strategy for Payments via Paper Check Conversion (RS-PCC) with the following information:

    • SSN/EIN

    • MFT

    • Tax period

    • Transaction code

    • Transaction amount

    • IRS receive date

    • Taxpayer name, address, and zip code

    • Transaction amount

    • Remarks

    • Prepared by (name and unit symbol)

    • DPC code

  5. When Form 3210, Document Transmittal, is received from COIC, Campus Support:

    • Verifies the information on Form 3210 and sign the form

    • Gives a copy of Form 3210, Document Transmittal, to COIC

    • Mails any letter along with the remittance (money orders, Bank check or Gov't Check), if COIC indicates the remittance is to be sent back to the taxpayer.

      Caution:

      Extreme care must be taken to ensure that only the material relative to the taxpayer(s) to which the correspondence is addressed is enclosed in the envelope (see IRM 21.3.3.4.25, Breaches of Personally Identifiable Information (PII) Caused by Manual Stuffing Errors).

    • Process the Payments see IRM 21.1.7.10.3.1, Processing Centralized Offer in Compromise (COIC) Payments via Paper Check Conversion (PCC), and IRM 21.1.7.10.3.2, Processing Centralized Offer in Compromise (COIC) Remittance Strategy for Payments via Paper Check Conversion (RS-PCC).

Processing Centralized Offer in Compromise (COIC) Payments via Paper Check Conversion (PCC)
  1. As of April 1, 2005, Campus Support began using Paper Check Conversion System (PCC) to process COIC checks. The PCC system scans checks and automates the receipt, acceptance, transferring, and recording of funds. Because the paper checks are no longer sent to the bank, the scanned checks must be shredded within 14 days. The shredder must be located within the unit where the scanned checks are securely stored.

  2. Daily, Brookhaven and Memphis Campus Support must fax a copy of the PCC Deposit Breakdown Sheet for the current day deposit to the designated fax number at Cincinnati Submission Processing Accounting Department. Campus Support must send, via overnight mail delivery, the PCC/OIC package which includes the batch listings, and the original Forms 2515, Record of Offer in Compromise, to Cincinnati Submission Processing Accounting Department. Instructions for processing OIC checks by PCC are located in IRM 3.17.278, Accounting and Data Control - Paper Check Conversion (PCC) System.

  3. Campus Support is responsible for taking steps to deposit checks as follows:

    1. Scan Insolvency payment checks and transmit check information daily to the Fiscal Service via OTCnet.

    2. Compare the balance of the checks to the batch list on PCC and edit when necessary before uploading the batch.

    3. Retrieve the 215 Deposit Ticket information from OTCnet each day for the prior day’s scanned checks. Balance the deposit information with the scanned checks. See IRM 21.1.7.10.1.13, Balancing Scan Checks to SF215 Deposit Ticket Report.

    4. Acknowledge all Forms 3210, Document Transmittal, used to transmit OIC payments and return designated copy to OIC.

    5. See IRM 21.1.7.10.3.3, Manual Processing Centralized Offer in Compromise (COIC) Payments, and IRM 21.1.7.10.2, Checks that Cannot be Processed Through Paper Check Conversion (PCC) for payments that cannot be processed through PCC.

  4. The following input fields are required on the PCC input screen for COIC Payments:

    • Money Amount

    • TIN without hyphens

    • Name Control

    • Offer or Appeals Number

  5. When PCC is down, Accounts Management (AM) Headquarter Campus Support Analyst and Submission Processing (SP) Headquarter RS-PCC Analyst must be notified immediately. If PCC is down for more than one day, the payments must be transshipped to Cincinnati Submission Processing. See IRM 21.1.7.10.3.3, Manual Processing COIC Payments.

  6. Campus Support must be aware of questionable remittances. See IRM 21.1.7.9 (13), Payments.

Processing Centralized Offer in Compromise (COIC) Remittance Strategy for Payments via Paper Check Conversion (RS-PCC)
  1. October 20, 2008, Memphis Campus Support and October 22, 2008, Brookhaven Campus Support began processing Offer in Compromise payments using RS-PCC. RS-PCC interfaces with Electronic Federal Payment Posting System (EFPPS) to post taxpayer payment information to Master File.

  2. See IRM 21.1.7.10.1, Processing Payments via Remittance Strategy for Paper Check Conversion (RS-PCC), for checks processed through RS-PCC.

  3. Campus Support management must monitor workload to determine if transshipment is necessary.

  4. When RS-PCC is down, Accounts Management (AM) Headquarter Campus Support Analyst and Submission Processing (SP) Headquarter RS-PCC Analyst must be notified immediately. If RS-PCC is down for more than one day, the payments must be processed using PCC, or transshipped to Cincinnati Submission Processing. See IRM 21.1.7.10.3.3, Manual Processing COIC Payments.

Manual Processing Centralized Offer in Compromise (COIC) Payments
  1. The procedures in this section are only for Brookhaven and Memphis Campus Support.

  2. The following payments cannot be processed through PCC or RS-PCC; therefore, they are processed manually:

    • Tax payments (Form 3244, Payment Posting Voucher) that are split payments

    • Government checks not endorsed

    • Third party checks not endorsed

    • Foreign checks drawn on non-US Financial Institutions

    • Any check that cannot be read by PCC or RS-PCC scanner

  3. All checks that are unable to be scanned by PCC or RS-PCC are transshipped to Cincinnati Submission Processing via overnight mail delivery. Campus Support prepares, Form 3210, Document Transmittal, and lists each check that failed to scan through PCC or RS-PCC. The following must be listed on each Form 3210:

    • Offer Number

    • Taxpayer Identification Number (TIN) (Only the last 4 digits)

    • Name Control

    • Check Number and Amount

    • Deposit to 4710 Account - Symbol Number 20X6879

    Note:

    If any checks cannot successfully be scanned via PCC or RS-PCC and "Electronically Presented" or "Electronically Processed" is stamped on the checks, line through "Electronically Presented" or "Electronically Processed" with a red pen. Be careful not to line through any information needed to manually process the checks. Transship the checks overnight with a separate Form 3210, Document Transmittal, and notate that the checks were unable to be processed through PCC or RS-PCC.

  4. The Form 3210 is attached with a copy of the related Forms 2515, Record of Offer in Compromise, with the unprocessable item lined through. A copy of Form 3210 is faxed to Cincinnati Submission Processing using the designated fax number.

Centralized Insolvency Operation (CIO) Payment Processing

  1. Insolvency payments or Bankruptcy Trustee checks are sent to the Philadelphia Campus Support for processing. The Chief Financial Office (CFO) established and authorized the use of a "suspense" account for the deposit of these remittances prior to the research and application of the payment to the taxpayers’ accounts. The purpose of this process is to expedite the government's availability of funds for these large dollar payments.

  2. Trustees should mail the insolvency checks to a Post Office Box designated specifically for these checks. The address is:

    Internal Revenue Service
    P. O. Box 7317
    Philadelphia, PA 19101-7317

  3. Trustee payments sent by overnight mail are sent to:

    Internal Revenue Service
    5-Q30.133
    2970 Market St.
    Philadelphia, PA 19104-5016

  4. Campus Support gives the checks to CIO employees co-located in Campus Support.

Responsibilities of the Centralized Insolvency Operation (CIO) Employees
  1. Centralized Insolvency Operation (CIO) employees review the checks and divide the checks into two categories:

    • Insolvency Payments processed in Philadelphia

    • Non-Bankruptcy payments mis-routed to Centralized Insolvency

  2. Payments mis-routed are returned to Campus Support for processing or transshipment to the appropriate processing Campus.

  3. Trustees send checks for both single and multiple cases. A single payment is defined as one check for one taxpayer. Multiple check is defined as one check that is intended for multiple taxpayers.

  4. Centralized Insolvency Operation (CIO) employees take the following actions on single case checks processed by Philadelphia Campus Support:

    • Detach envelopes and attachments from original checks.

    • Post payments to the Automated Insolvency System (AIS), allocate and generate vouchers, substitute Forms 3244, Payment Posting Voucher.

    • Prepare Form 3210, Document Transmittal, listing individual check amounts and trustee name.

    • Provide Form 3210, Document Transmittal, with original checks and substitute Forms 3244 to Campus Support.

  5. Centralized Insolvency Operation (CIO) employees take the following actions on multiple case checks processed by Philadelphia Campus Support:

    • Detach envelopes and attachments from original checks.

    • Photocopy the check.

    • Associate envelopes and any attachments with copy of check.

    • Prepare Form 3210, Document Transmittal, listing individual check amounts and trustee name.

    • Provide Form 3210, Document Transmittal, with original checks to Campus Support.

    • Deliver copy of checks with attachments to CIO Payment Posting Team.

Processing Insolvency Payment via Paper Check Conversion (PCC)
  1. The PCC system scans all trustee checks, both multiple cases and single cases with multiple primary transactions, and automates the receipt, acceptance, transferring and recording of funds. PCC is a process for converting checks into electronic fund transfers. Because the paper check is no longer sent to the bank, the scanned checks must be shredded within 14 days. The shredder must be located within the unit where the scanned checks are securely stored.

  2. Campus Support is responsible for taking steps to deposit checks as follows:

    1. See IRM 21.1.7.10.2, Checks that Cannot be Processed Through Paper Check Conversion (PCC).

    2. Scan Insolvency payment checks, input SSN, money amount, name control, and transmit check information daily to the Treasury/Financial Management Service via the Paper Check Conversion (PCC) System.

    3. Compare the balance of the checks to the batch list on PCC and edit when necessary before uploading the batch.

    4. Retrieve the 215 Deposit Ticket information from OTCnet each day for the prior day’s scanned checks. Balance the deposit information with the scanned checks. See IRM 21.1.7.10.1.13, Balancing Scan Checks to SF215 Deposit Ticket Report.

    5. Access Batch Block Tracking System (BBTS) to obtain a Trace ID Number for that deposit ticket and write the number on the Batch Listing sent to Ogden. See Exhibit 21.1.7-11, Trace Identification (ID) Number and Custodial Detail Data Base (CDDB), for additional information. See Exhibit 21.1.7-13, Generate a Trace ID Number, for procedures to generate a Trace ID number.

    6. Provide the Insolvency Payment Posting Team with the deposit ticket report, a copy of the Form 784, Recapitulation of Remittance, the Trace ID Number for that deposit, and a copy of the batch list from ELVIS showing all checks included in the day’s deposit.

    7. Acknowledge all Forms 3210, Document Transmittal, used to transmit Insolvency payments and return designated copy to CIO.

    8. Supply Ogden Redesign Revenue Accounting Control System (RRACS) Team the "accounting package" , which includes a copy of the deposit ticket, batch list (both showing the Trace ID), and Form 784, Recapitulation of Remittance.

    9. Notify CIO Payment Team manager of any checks that could not be scanned via PCC. Campus Support prepares Form 3210, Document Transmittal, and sends these checks overnight to Ogden’s Deposit Team at the address in (3) below. The checks MUST be identified as Insolvency checks, so that they are not processed as regular remittances and to ensure they are deposited into the 4625 suspense account.

      Note:

      If any checks cannot successfully be scanned via PCC and "Electronically Presented" or "Electronically Processed" is stamped on the checks, line through "Electronically Presented" or "Electronically Processed" with a red pen. Be careful not to line through any information needed to manually process the checks. Transship the checks overnight with a separate Form 3210, Document Transmittal, and notate that the checks were unable to be processed through PCC.

  3. When PCC is down, Accounts Management (AM) Headquarter Campus Support Analyst and Submission Processing (SP) Headquarter RS-PCC Analyst must be notified immediately. If PCC is down for more than one day, Campus Support must transship the CIO payments and the vouchers to Ogden Submission Processing at the address below. The checks and vouchers MUST be identified as Insolvency checks, so that they are not processed as regular remittances and to ensure they are deposited into the 4625 suspense account.

    Internal Revenue Center
    Deposit Team Stop 6094
    Attn: Debbie Brown
    1973 Rulon White Blvd.
    Ogden, UT 84201

  4. Campus Support must be aware of questionable remittances. See IRM 21.1.7.9 (13), Payments.

Posting Checks to Taxpayer Accounts
  1. Centralized Insolvency Processing Responsibilities:

    1. Pick up the prior day’s 215 Deposit Ticket that was retrieved via OTCnet Form 813-A, Recapitulation of Document Register, and copies of any edited vouchers or vouchers requiring manual input from Campus Support.

    2. Post payments to the Automated Insolvency System (AIS), allocate and generate vouchers, substitute Forms 3244, Payment Posting Voucher.

      Note:

      A Trustee Plan Payment Log may be used in lieu of the individual substitute Form 3244. The log is an automated report which includes all information shown on a Form 3244 and automatically blocks the payments and totals the block as noted in (3) below.

    3. Ensure vouchers are equal to the check total.

    4. Separate vouchers into packages (blocks) of 20 or less.

    5. Prepare Form 3210, Document Transmittal.

    6. Deliver Form 3210, Document Transmittal, and accompanying vouchers with a copy of the check annotated with the Trace ID Number to Campus Support.

  2. Campus Support Processing Responsibilities:

    1. Acknowledge Form 3210, Document Transmittal, for vouchers received from CIO.

    2. Sort voucher packages by Julian date of deposit and utilize Command Code (CC) PAYMT to credit the taxpayer's account and generate tax class totals. Refer to Exhibit 6 in IRM 2.4.15, Command Codes ETXCL, SEQNC, STBLK, PAYMT, PYBAL, VARIA, CRBLK, and TXCTL for Area Office Payment Processing, for procedures for inputting payments using IDRS with CC PAYMT.

      Caution:

      Command Code PAYMT must be input at the Accounting support site. If the employees do not have automated access to the support site, CC CMODE must be used to access the support site.

    3. Vouchers that are adjusted to allow processing through IDRS are annotated with change. A copy of the adjusted voucher is given to CIO.

    4. Print two copies of the CC PYBAL total page that is generated from input of CC PAYMT for each block of vouchers entered. One copy remains with the voucher block and one copy is associated with the tax class total page.

    5. The employee inputting CC PAYMT prints the tax class total page at the end of each day for all work they entered using CC PAYMT.

    6. Balance CC PAYMT input tax class totals. Information on payment transactions input through IDRS feeds into the end of day (EOD 2421) Area Office Remittance Register (AORR) report.

    7. Balance tax class totals by comparing dollar total of PYBAL to totals from tax class page. Any variances must be reconciled.

    8. Separate and balance payment by tax class.

    9. Enter tax class totals on Form 813-A, Recapitulation of Document Register, by tax class.

    10. Balance Form 813-A, Recapitulation of Document Register, for each Julian date.

    11. If there are any deposit or posting discrepancies identified, notify Ogden Accounting using Form 2424 .

    12. Vouchers that cannot be processed via CC PAYMT, such as Non-Master File (NMF), are sent by Campus Support to Ogden Accounting for input. Ogden prepares the Form 813, Document Register. These are called manuals and do not feed into the Area Office Remittance Register (AORR) EOD 2421. Campus Support provides a copy of the vouchers that could not be processed through IDRS to CIO.

    13. Retain vouchers until the end of month. After suspense account is balanced, forward to Ogden Files. See Exhibit 21.1.7-3, Campus Files Address.

Balancing Suspense Account 4625
  1. Insolvency payments are deposited into a suspense account. The account is cleared once all vouchers are processed. Ogden Accounting is responsible for the following:

    1. Journalize the deposit created by checks that were scanned by Campus Support into the IRS suspense account 4625.

    2. Create a spreadsheet to track suspense account activity. A copy of the spreadsheet is sent to CIO weekly via e-mail to *SBSE PHI Centralized Insolvency.

    3. The AORR report is used by Ogden Accounting Redesign Revenue Accounting Control System (RRACS) to balance the suspense account for that particular day’s deposit.

    4. Generate a report. If the deposit does not balance, any differences are resolved with Campus Support.

    5. Prepare a journal entry to clear the suspense account based on Campus Support input of payment vouchers.

    6. Identify checks not cleared from the suspense account within 15 days and report these aged items to Campus Support. A copy of this report is sent to the CIO Payment Team manager.

Processing Insolvency Payment via Remittance Strategy for Paper Check Conversion (RS-PCC)
  1. On January 14, 2008, Philadelphia Campus Support began processing Insolvency trustee checks for single cases, using RS-PCC. RS-PCC interfaces with EFPPS to post taxpayer payment information to Master File.

  2. Campus Support is responsible for taking the following steps to deposit CIO checks:

    1. See IRM 21.1.7.10.1, Processing Payments via Remittance Strategy for Paper Check Conversion (RS-PCC).

    2. Acknowledge all Forms 3210, Document Transmittal, used to transmit Insolvency payments and return designated copy to CIO.

    3. Notify CIO Payment Team manager of any checks that could not be scanned via RS-PCC. Campus Support prepares Form 3210, Document Transmittal, and sends these checks overnight to Ogden’s Deposit Team at the address in (3) below. The checks MUST be identified as Insolvency checks, so that they are not processed as regular remittances and to ensure they are deposited into the 4625 suspense account.

      Note:

      If any checks cannot successfully be scanned via RS-PCC and "Electronically Presented" or "Electronically Processed" is stamped on the checks, line through "Electronically Presented" or "Electronically Processed" with a red pen. Be careful not to line through any information needed to manually process the checks. Transship the checks overnight with a separate Form 3210, Document Transmittal, and notate that the checks were unable to be processed through RS-PCC.

  3. When RS-PCC is down, Accounts Management (AM) Headquarter Campus Support Analyst and Submission Processing (SP) Headquarter RS-PCC Analyst must be notified immediately. If RS-PCC is down for more than one day, the payments and the vouchers must be processed using PCC or transshipped to Ogden Submission Processing at the address below. The checks and vouchers MUST be identified as Insolvency checks, so that they are not processed as regular remittances and to ensure they are deposited into the 4625 suspense account. The payments are transshipped to the address below:

    Internal Revenue Center
    Deposit Team Stop 6094
    Attn: Debbie Brown
    1973 North Rulon White Blvd.
    Ogden, UT 84404

Insolvency Payment Processing with Front End Electronic Federal Tax Payment System (EFTPS)
  1. A trustee may transmit payment and insolvency voucher information to the EFTPS agent, Bank of America. Bank of America creates a pseudo deposit ticket and insolvency voucher report. Bank of America sends the deposit ticket and insolvency voucher file report to the IRS Enterprise Computing Center (ECC) in Memphis. The IRS system administrator forwards the insolvency voucher file to the Centralized Insolvency Operation in Philadelphia. The IRS RRACS system receives Federal Reserve Bank credits for the trustee payments and journals them to the suspense account.

  2. Insolvency Payment Unit posts payments to Automated Insolvency System (AIS), allocates and generates vouchers, substitute Forms 3244, Payment Posting Voucher. These vouchers are balanced to the check and forwarded to Campus Support. Utilizing CC PAYMT, Campus Support enters voucher information into IDRS applying credit to the taxpayer's account. See IRM 21.1.7.10.4.2.1, Posting Checks to Taxpayer Accounts.

    Note:

    A Trustee Plan Payment Log may be used in lieu of the individual substitute Form 3244. The log is an automated report which includes all information shown on a Form 3244 and automatically blocks the payments and totals the block as noted in (3) below.

  3. IDRS generates an end of day Remittance Register report. The report lists all payment transactions input by Campus Support on a given date. The report is used by RRACS to balance the suspense account for that particular deposit. RRACS generates a report. If the deposit does not balance, any differences are resolved with Campus Support.

Payment Preparation Area

  1. The Payment Preparation area lists each payment received on a Form 3210, Document Transmittal.

  2. Sort integrity is maintained as payments are logged onto Form 3210.

  3. Payment Preparation area prepares Form 3210 for transshipment.

    1. Ensure mailing address on Form 3210 is correct.

    2. Check for overstamping.

    3. Date Form 3210 with current day date.

    4. Write the type of documents in the top line of the body of the Form 3210.

    5. List SSN or EIN (only last four digits ) and money amount.

    6. Count volume and list amount on Form 3210.

    7. Ensure remittance order is the same as listed.

    8. Initial Form 3210.

    9. Write originator telephone number.

    10. Write releasing official (Signature and title).

    11. Make three copies of Form 3210.

    12. Place corresponding remittances behind copies of Form 3210 and rubber band batch.

    13. Place in Quality Review Basket.

Form 3210, Document Transmittal, Quality Review

  1. Quality Review reviews the following for accuracy:

    • Mailing address

    • Three copies of Form 3210 are attached

    • Date

    • Volume

    • TIN (only the last four digits)

    • Money Amount

    • Overstamping has been completed

    • Payments are in order, as listed on Form 3210

  2. After review is complete, the reviewer documents errors and provides report to manager at end of day.

Form 3210, Document Transmittal, Boxing Procedures

  1. Separate the three copies of Form 3210, Document Transmittal.

    • Keep one copy attached to payments.

    • Place batch(es) in envelope and seal envelope.

    • Staple second copy(s) of Form 3210 to outside of sealed envelope.

    • Paper clip third copy(s) to sealed envelope.

  2. All Forms 3210 attached to the corresponding envelope must be:

    • Sequentially numbered

    • Annotated with the transshipping box number

  3. Remove paper clipped copies of Form 3210 from envelope and retain.

  4. Place completed envelopes in transshipping box.

  5. Label box with correct site.

  6. Send to UPS station.

Controlling Form 3210, Document Transmittal

  1. To effectively control and monitor the transshipped documents, a log/report must be maintained. The log/report includes all information concerning the shipment received:

    • Number of boxes

    • Volumes by return type

    • Payment volumes

    • Date mailed

    • Date received

    • Received contents (i.e., IMF payments, etc.)

  2. Special care must be taken when shipping remittances to ensure the security of remittances during transit. When delivering via Overnight Delivery Request, the transshipped box must have the tracking number on the request.

  3. The coordinator at the shipping site notifies, via e-mail, the coordinator at the receiving site of the impending transshipments with details of the shipment each day (i.e., how many boxes shipped, volumes, time shipped, tracking numbers, etc.).

Suspense Copies, Form 3210, Document Transmittal

  1. The originating office maintains suspense copies of Form 3210 with instructions for the acknowledgement copy to be returned.

  2. Place suspense copies of Form 3210 in a review file and check daily to verify the document has been received.

    Note:

    When items are determined to be lost in transit, notify management. They determine the appropriate procedures to follow.

  3. The acknowledged copies of all Forms 3210 received must be stamped with the date received.

  4. If, after ten (10) business days for payments and twenty (20) business day for non-payments the receipt has not been acknowledged, the originator must follow-up to resolve the missing acknowledgement. Employees must document the actions taken. The documentation must either be recorded on, or attached to, the originator’s copy of the Form 3210.

  5. Supervisors are responsible for conducting and documenting quarterly Managerial Reviews to ensure that procedures are being followed. Management may, at its discretion, conduct these managerial reviews at more frequent intervals.

Form 3210, Document Transmittal, Retention

  1. Form 3210, Document Transmittal, can be destroyed after one year, per Document 12990, Records and Information Management Record Control Schedules item number 91 of TAX ADMINISTRATION - WAGE AND INVESTMENT RECORDS.

Transshipping Payments

  1. The procedures below are only for payments that cannot be processed through RS-PCC. Follow the table below to ship Form 3210, Document Transmittal, with payments.

    IF FORM IS: THEN:
    Notice coupons/stubs
    1. Green rocker payment amount on notice coupons/stubs.

    2. Remove all staples/paper clips.

    3. Utilize the coupon/stub as your payment voucher. If a notice stub is used, ensure the IRS received date is stamped on both the notice and stub.

    4. Follow Form 3210 procedures.

    5. Label Form 3210 as IMF/BMF coupons.

    6. Send the payment to Submission Processing Support site.

    7. Send the notice to the appropriate business unit for processing.

    8. Send any notices worked by Accounts Management to the local Image Control Team (ICT).

    Form 1040 Series
    Form 4868
    Form 4506
    BMF
    Form 94X Series
    Form 5330
    Form 1120
    Form 1041
    Form 706
    Form 7004
    Form 8813
    1. Green rocker payment amount on form.

    2. Make copy of first page and stamp "COPY DO NOT PROCESS" .

    3. Follow Statute procedures.

    4. Follow Form 3210 Procedures.

    5. Send to IMF Submission Processing Campus Support site: Form 1040 series/4868/4506.

    6. Send BMF forms to BMF Submission Processing Campus.

    7. Send forms worked by Accounts Management to the local ICT.

    CP 2000
    1. Green rocker payment amount.

    2. Make copy of first page of CP 2000 with scan line information visible if payment stub is not attached.

    3. Follow Form 3210 transshipping procedures to Submission Processing Support site, for "voucher with remittance or copy of CP with remittance" .

    4. Batch originals with rubber band and list total on first page. Place in Automated Underreporter Project (AUR) basket.

    Form 1040 ES/1040V Follow procedures for coupons.
    Form 1040X
    1. Green rocker payment amount on claim.

    2. Make copy of first page and stamp "COPY DO NOT PROCESS" .

    3. Place a green "X" across the photocopied page and attach remittance.

    4. Follow Form 3210 transshipping procedures to Submission Procession Support site for photocopy with remittance attached.

    5. Check original claim for Statute.

    6. Place in envelope and expedite to Statute Unit, if Statute criteria.

    7. If not Statute criteria, see IRM 21.1.7.6.3Routing of Forms 1040X, Amended Return.

    Original Returns with Statute Criteria
    1. Green rocker payment amount.

    2. Copy first page of document and stamp "COPY DO NOT PROCESS" .

    3. Place a green "X" across the copied page and attach remittance.

    4. Follow Form 3210 procedures for photocopy and remittance.

    5. Send original to Statute unit.

    IMF Correspondence
    1. Detach voucher/stub and process following coupon procedures above.

    2. Copy correspondence that contains TIN and tax year, if no voucher/stub is attached.

    3. Green rocker original correspondence.

    4. Send photocopy with remittance to Submission Processing Support site following Form 3210 transshipping procedures.

    5. Place originals in correspondence tub/basket.

    BMF Correspondence
    1. Detach voucher/stub and process following coupon procedures above.

    2. Copy correspondence that contains TIN and tax year, if no voucher stub is attached.

    3. Green rocker or write the money amount on the original correspondence.

    4. Send photocopy with remittance to Submission Processing Support site following Form 3210 transshipping procedures.

    5. Send original correspondence to local ICT.

    Substitute for Returns (SFR)
    1. Green rocker payment amount.

    2. Photocopy first page of document and stamp "COPY DO NOT PROCESS" .

    3. Place a green "X" across the copied page and attach remittance.

    4. Follow Form 3210 procedures for transshipping photocopy and remittance to Submission Processing Support site.

    5. Place original and/or correspondence in a routing envelope and send to (SFR).

      Note:

      Letter 2566 is a SFR letter

      .

    Form 9465 and 433D
    1. Green rocker payment amount.

    2. Photocopy first page of document and stamp "COPY DO NOT PROCESS" .

    3. Place a green "X" across the copied page and attach remittance.

    4. Follow Form 3210 procedures for transshipping photocopy and remit to Submission Processing Support site.

    5. Place original in routing envelope and send to Collections.

    Form SS-4
    1. Green rocker payment amount.

    2. Mark "UNKNOWN" for EIN, even if SSN is present.

    3. Photocopy first page and stamp "COPY" .

    4. Follow Form 3210 procedures for transshipping photocopy and remittance to Submission Processing Support site.

    5. Place originals in routing envelope and send to EIN Department.

    6. Mail to Cincinnati Accounts Management EIN Operation Stop 532G.

    High Checks
    1. Consider any check $50,000 or more as a high check.

    2. Hand carry any check $1 million or more to your manager immediately.

    3. List each high check on the appropriate Form 3210 and specify "HIGH CHECK" .

    4. Highlight volume, amount and "HIGH CHECK" .

    5. Keep separate folders for IMF and BMF.

    6. Hand carry folders to UPS area.

    7. Ship these checks separately "Overnight Traceable Mail Delivery" to the attention of the Support Site manager. Place ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ on the outside of the package. This will expedite processing in the support site.

    Note:

    If a notice, form, schedule, or correspondence does not require any further handling, do not make a copy. Process the payment with the attached document.

    Example:

    Taxpayer returns a notice with a payment, but taxpayer has not written any information on the notice. Do not make a copy of the notice. Process the check using the notice as the source document.

    Note:

    If forms, notices, or correspondence are worked by Accounts Management, route to the local ICT to be scanned. Correspondence Imaging System (CIS) will route the work electronically to the correct Accounts Management site with the exception of Form SS-4. They must be mailed to Cincinnati Accounts Management EIN Operation Stop 532G.

  2. Remits that cannot be processed through RS-PCC must be mailed with the source document to Submission Processing Campus. The UPS Overnight Mail Label must be addressed to the Campus Address, including the Teller Unit stop number.

  3. Mail all remits received daily in overnight traceable mail follow the Personally Identifiable Information (PII) instructions. See Guidelines and Shipping Instructions for Packages Containing SBU and Sensitive PII Documents for additional information.

    1. All types of documents can be put in one UPS Overnight package and separate the different type of receipts [e.g., "Remits" , "RS-PCC" documents/notices, "Non-Remit" documents and "CORR" for correspondence (notices, forms, letters to be routed to the campus)] in a separate "Confidential Envelope" and write the "type" on the envelope. Complete a separate Form 3210 for each type of document enclosed or

    2. Remits in one envelope/package and the "RS-PCC" returns, "Non-Remits" returns, and "CORR" in a different UPS envelope addressed to the Campus Sorting and Batching Stop number refer to Exhibit 21.1.7-2Submission Processing Stop Numbers for Routing Non-Remit Documents. Use a separate "Confidential Envelope" identifying the "type" enclosed and a Form 3210. Place all of the Confidential envelopes inside the outgoing UPS Overnight package/box.

    Note:

    If there are remits in the UPS Overnight package/box, ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ to make it easier for Campus to quickly identify the incoming package.

    Note:

    If there are remits in the envelope "ALWAYS" address the UPS Overnight label to the Field Office/Teller Unit Stop Number. If mixed types, the Campus will identify the literal written on the envelope to sort the contents.

  4. Always attach a Form 3210 to the specific type of receipt. Write the type in the top line of the body of the Form 3210. Complete the Form 3210 see IRM 21.1.7.11, Payment Preparation Area, for procedures for preparing Form 3210.

  5. The inside envelope or box must contain the following:

    • Name and title of the person who is authorized to open the package

    • Address of the receiving office

    • Return address of the office mailing the package

    • The front and back of the inside envelope or box must be clearly marked "To be opened by addressee only" . The use of an "E-19 or E-20 Confidential Information - To be opened by addressee only" envelope is acceptable.

    Note:

    The person authorized to open the package is the Submission Processing Operations Manager with responsibility for deposits. The Operations Manager is responsible for the receipts, but may designate specific staff members who may open the package.

Form 3210, Document Transmittal, Shipping Procedures

  1. Follow the shipping procedures below:

    1. Complete Form 9814, Request for Mail/Shipping Service. See IRM 21.1.7.14, Form 9814, Request for Mail/Shipping Service, for additional information.

    2. Notate the type of work on Form 9814, Request for Mail/Shipping Service, at the top and type of remit (e.g., Monitored Offers in Compromise (MOIC) COIC, ACS, etc.), at the bottom of the form.

    3. Notate the box number on Form 9814, Request for Mail/Shipping Service.

    4. Ensure all envelopes have an attached Form 3210, Document Transmittal.

    5. Check for folder in each box.

    6. Total the volume of all Forms 3210, within the folder and notate on the outside of the folder.

    7. Ensure the boxes are addressed to the correct campus. See Exhibit 21.1.7-1.Campus Address.

    8. Give Form 9814 to the manager daily to ensure that an e-mail is sent to all campuses with the appropriate tracking numbers and volumes of the daily shipments.

Form 9814, Request for Mail/Shipping Service

  1. Form 9814, Request for Mail/Shipping Service, is required when sending packages weighing more than 13 ounces to a taxpayer, business, or IRS office. It is also required for all IRS locations where designated mailroom personnel are creating shipping labels or placing postage on packages. There are four areas to be completed: Sender, Recipient, Type of Delivery, and Authorization.

  2. United States Postal Service (USPS) is required for all correspondence and packages going to a taxpayer. This form is not required for Registered/Certified Mail and First-Class Mail pieces weighing 13 ounces or less. This form is required when using the USPS (i.e., Priority Mail) to mail packages weighing more than 13 ounces to a taxpayer.

  3. When shipping packages weighing more than 13 ounces between IRS offices or other business locations, Small Package Carrier (SPC) services are more cost efficient. Ground service is the primary and preferred shipping method. Ground shipments do not require a justification, and offer a tracking number and a guaranteed delivery date. The use of any air delivery service, such as 2nd Day Air or Next Day Air, requires a selection in the Check Justification for Air Delivery area. The Authorization area requires a printed name and signature of the individual requesting the service.

    Note:

    When using an SPC, the information provided will be input into an SPC system. Invoices and justifications for Air Delivery Services are routinely reviewed by IRS officials when billing statements are received for payment.

  4. Form 9814, Request for Mail/Shipping Service, can be destroyed after one year, per Document 12829, General Records Schedules, General Records Schedule (GRS) 12 - Communications Records item number 5 a.

  5. See IRM 3.13.62.6.1, Shipping Procedures (Other than to a Corresponding Campus) and IRM 3.13.62.7, Transmittal Procedures to Other Offices, for additional information.

Files Support

  1. This subsection of the IRM describes processing the following:

    • Source document folders

    • Returns received from Campus Files or Federal Records Center

    • Refile documents

Shipping of Source Document Folders

  1. Source document folders are received daily from the campus work areas such as Accounts Management, Collection, Examination, etc., Folders are received in Campus Support on batch carts or in boxes. Folders contain the original source documents used by Accounts Management and Compliance employees after inputting transactions to IDRS. Separate folders are used by employees for each type of input (Doc 54, 47, credit transfers, TC 930, SS4, etc). Process as follows:

    1. Remove folders from carts, boxes, etc.

    2. Sort the folders by type (e.g., Doc 54, 47, etc.).

    3. Prepare Form 3210, Document Transmittal, for each input date noted on the folders. Form 3210 must reflect the input date, range of employee numbers, and type of folder.

    4. Box input dates separately.

    5. Notate the name of the sending site on the outside of the box.

    6. Notate the input date on the box.

    7. Attach mailing label.

    8. Mail to the appropriate Submission Processing Files. See Exhibit 21.1.7-3, Campus Files Address, for File's address.

  2. To facilitate timely shelving of source documents area should send source document folders to the Submission Processing Files Function within five days of input.

Distribute Returns/Documents

  1. The campus work areas request documents, via IDRS input or Form 2275, Records Request, Charge and Recharge. After the applicable Campus Files site or Federal Records Center services the document request, the documents are forwarded to Campus Support for distribution. Process as follows:

    • Determine the originator of the document request. Look for an IDRS number or name on Form 4251, Return Charge-Out, or Form 2275, Records Request, Charge and Recharge.

    • Route to the originator at the appropriate stop number for that work area.

Shipping of Refile Documents

  1. Documents/returns to be refiled are received daily from the various campus work areas. Campus Support ships these items to appropriate Submission Processing Files on a daily basis. Process as follows:

    • Do not sort document by type, Master File, etc.

      Note:

      At the time of Ramp Down, Submission Processing agreed that Campus Support was not required to sort these documents.

    • Batch and rubber band.

    • Do not count the batched volume.

    • Prepare Form 3210, Document Transmittal.

    • Box and attach mailing label.

    • Mail to the appropriate Submission Processing Files see IRM 3.5.61.1.9, Ramp Down Campuses - Processing of Documents.

Correspondence Support

  1. The Correspondence Support team is responsible for the following:

    1. Pick up the Correspondex (CRX) letters from computer operations.

    2. Review all IDRS outgoing letters for tone, completeness, spelling, grammar, punctuation, and computer errors. For additional information, see, IRM 1.10.1, IRS Correspondence Manual and IRM 21.3.3.4.17.4, Correspondence Contacts.

    3. Pull and attach letter enclosures to Priority, Certified and Regular letters.

    4. Fold and insert the letter into the appropriate envelope.

    5. Take the letters to Paragon or Neopost station for metering and mail out.

  2. Correspondence Letters are generated and printed daily from the CRX0311 run for all campus work areas and related area offices that correspond with taxpayers. A clerk will pick up the CRX letters from computer operations. There are three categories of letters received and processed daily. These categories include Regular Correspondex (CRX) Letters, Certified CRX Letters, and Priority CRX Letters. They are processed in the following priority order:

    1. Certified

    2. Priority

    3. Regular

  3. Each CRX 03 run is broken down into the following:

    • Certified letters

    • Foreign letters

    • Attachments

    • Enclosures

    • Third copies

  4. All letters (except for certified, which is treated as one pack regardless of volume) are counted into packs of fifty and listed on a batch sheet for clerks to sign out and process.

  5. Certified letters must be reviewed and the proper forms, publications and return envelopes enclosed. The letters must then be placed into an envelope, sealed, and put into packs of twenty.

  6. A certified mail list is also generated for control purposes. The list contains the taxpayer name, address, Taxpayer Identification Number (TIN), tax module(s), type of tax and certified mail number. If a letter or notice is not mailed, it must be indicated on the certified mail list by drawing a line through the entry.

  7. Send the certified mail list with the letters to the post office. The post office acknowledges the completed letters and notices by stamping each page of the certified list. IRS retains the certified mail list.

    Note:

    See Document 12990, Records Control Schedule, Certified and Registered Mail Records. (Job No. NC1–58–85–10, Item 38) and Certified Mail Listing (Job No. NC1–58–85–10, Item 359) for TAX ADMINISTRATION - WAGE AND INVESTMENT RECORDS.

    It is for retention of certified mail list.

  8. Foreign letters must be reviewed and the proper forms, publications and return envelopes enclosed. Keep these letters separate from the other mail when sent to mail out.

  9. Single copy letters and the bulk of C letters are printed with two copies for each letter. There are certain letters (i.e., Letter 3338C and Letter 3340C) that are printed only with a single copy and are worked separately.

  10. Attachments section of the run must be associated to various enclosures sent to Correspondence Support by Accounts Management and Compliance. If a matching letter is not found for a particular enclosure, clerks use IDRS to check to see if the letter was generated. If the letter is not found, the enclosure is sent back to the originating unit via inter-office mail. If a matching enclosure is not found for a particular letter by the date on the letter, the letter is sent back to the originating unit via inter-office mail.

  11. Remove Form 5703, IDRS Letter Enclosure, from any enclosures before inserting in the envelope. Destroy Form 5703, IDRS Letter Enclosure, as classified waste.

  12. Letters are received requesting forms, publications, and notices for various years to be sent to the taxpayer. Campus Support must read the letter to determine what tax year to enclose. If the letters request prior year enclosures, then the clerk must print them from the Forms/Pubs/Product Repository on the Intranet.

  13. Letters are folded and inserted into the appropriate envelope.

  14. The following envelopes must be used for outgoing mail:

    • E-178 (Rev. 9/2003)

    • E-44B (Rev. 10/2004)

    • E-205 (Rev. 5/2001)

  15. Envelopes must either be taped or glued closed. If the envelope is thick, be sure to use tape to seal the envelope to ensure that it can go through the Paragon or Neopost machine successfully.

  16. Third copies are separated by IDRS unit number and sent back to originating area for their records.

  17. The Lead researches Control D to determine the total letter volume for that date which is compared to the CRX0311 load plan transmittal volume.

  18. Extreme care must be taken to ensure that only the material relative to the taxpayer(s) to which the correspondence is addressed is enclosed in the envelope (see IRM 21.3.3.4.25, Breaches of Personally Identifiable Information (PII) Caused by Manual Stuffing Errors.

  19. All letters must be sent to the Post Office to be mailed no later than the date on the letter. See Exhibit 3.13.62-56, Timeliness Instructions for Correspondence Production Services (CPS) Print Sites.

Campus Address

Campus Address
Andover Internal Revenue Center
310 Lowell Street
Andover, MA 01810
Atlanta Internal Revenue Center
4800 Buford Highway
Chamblee, GA 39901
Austin Internal Revenue Center
3651 South Interregional Highway 35
Austin, TX 78741
Brookhaven Internal Revenue Center
1040 Waverly Avenue
Holtsville, NY 11742
Cincinnati Internal Revenue Center
201 West Rivercenter Blvd.
Covington, KY 41011
Fresno Internal Revenue Center
5045 East Butler Avenue
Fresno, CA 93727
Kansas City Internal Revenue Center
333 W Pershing Road
Kansas City, MO 64108-4302
Memphis Internal Revenue Center
5333 Getwell Road
Memphis, TN 38118
Ogden Internal Revenue Center
1973 Rulon White Blvd.
Ogden, UT 84201
Philadelphia Internal Revenue Center
2970 Market St.
Philadelphia, PA 19104-5016

Submission Processing Stop Numbers for Routing Non-Remit Documents

Route Non-Remit documents to Submission Processing at the stop number listed below:

Submission Processing Site Stop Number
Austin Internal Revenue Center
Stop 6054
3651 South Interregional Highway 35
Austin, TX 78741
Cincinnati Internal Revenue Center
Stop 312
201 West Rivercenter Blvd.
Covington, KY 41011
Fresno Internal Revenue Center
Stop 31305
5045 East Butler Avenue
Fresno, CA 93727
Kansas City Internal Revenue Center
Stop 6052
333 W Pershing Road
Kansas City, MO 64108
Ogden Internal Revenue Center
Stop 6054
1973 Rulon White Blvd.
Ogden, UT 84201

Campus Files Address

Campus Files Address
Austin Internal Revenue Center
Stop 6722 (AUSC)
3651 S Interregional Hwy 35
Austin, TX 73301
Cincinnati Internal Revenue Center
Stop 2800F
7125 Industrial Road
Florence, KY 41042
Fresno Internal Revenue Center
Stop 36504
5045 East Butler Avenue
Fresno, CA 93727
Kansas City Internal Revenue Center
Stop 6700 P-2
333 W Pershing Road
Kansas City, MO 64108
Ogden Internal Revenue Center
Stop 6722
1973 Rulon White Blvd.
Ogden, UT 84201

Overstamping

Payee Accept/Reject Overstamp/Endorsement
Internal Revenue Service Accept No
United States Treasury Accept No
U. S. Treasury Accept No
US Treasury Accept No
Department of the Treasury Accept No
Department of Treasury Accept No
IRS Accept Overstamp
Internal Revenue Accept Overstamp
Director (or Commissioner of Internal Revenue) Accept Overstamp
Estimated Tax Accept Overstamp
Federal Tax Deposit (FTD) Accept, if clearly intended for tax payment Overstamp
Social Security Administration (or SSA) Accept, if received with SSA Form 4511 Overstamp
FICA Accept Overstamp
Blank Accept Overstamp
Other U. S. Government Agency Accept Overstamp
Federal Reserve Bank (or other bank) Accept, if clearly intended as FTD Overstamp
Federal Reserve Bank/Site Depositary Bank only Accept, if clearly intended for tax payment Overstamp
Taxpayer (personal check or money) Accept, if taxpayer has endorsed. Reject, if taxpayer has not endorsed. Endorse "For Deposit Only-United States Treasury" below last endorsement.
Taxpayer - IRS Refund Check Returned refund checks are not to be processed by the depository. The refund check, Document(s) and any additional remittances are treated as unprocessable.
Third Party Reject, unless third party has endorsed. If third party has endorsed the check over to the taxpayer, the taxpayer must also have endorsed. Endorse "For Deposit Only-United States Treasury" below last endorsement.
Variations of any agency or department of the United States Government should be construed to be payment to the United States Government Accept Overstamp
State Agency or Franchise Tax Board Accept, if money amount matches the Federal Document. Overstamp

Caution:

Do not overstamp third party checks. If a check is payable to a third party, not endorsed, and the address on the envelope is an IRS address, check the envelope for a stop number or a name of an IRS employee. If the check is for an IRS employee, contact the employee to pick up the check or send the check with Form 3210 to the employee in address only envelope.

Designated Payment Code (DPC)

DPC Definition
00 Designated payment indicator is not present on posting voucher.
01 Payment is applied first to the non-trust fund portion of the tax. (Input only when MFT is 01, 03, 09, 11, 12, 16, or 55.)
02 Payment is applied first to the trust fund portion of the tax (BMF MFT 01, 03, 09, 11, and 12).
03 Bankruptcy, undesignated payment
04 Levied on state income tax refund (State Income Tax Levy Program (SITLP)) (prior to 07/22/1998)
05 Notice of levy (Other levy proceeds) (Used only for levy proceeds received from a third party in response to a Notice of Levy and does not include payments from the taxpayer as a result of a levy.)
06 Seizure and sale
07 Payment received expressly for full or partial payoff of the Notice of Federal Tax Lien (NFTL), as evidenced by accompanying NFTL payoff letter (e.g., L-3640, L-3640A, L-3641), copy of the NFTL, or statement of the taxpayer or third party as documented in appropriate history.
08 Suits (Non-Bankruptcy)
09 Offer in compromise
10 Installment agreement (Manually Monitored Installment Agreements)
11 Bankruptcy, designated to trust fund
12 Cash bond credit (allowed with TC 640 only)
13 Payment in response to reminder notice, OBRA 1993 (valid only with MFT 30 for tax periods 199312 through 199411).
14 Authorization given by taxpayer to apply payment ("CSED expired, taxpayer authorized payment" ).
15 Payments caused by Form 8519
16 Federal EFT levy payment
17 EFT payroll deduction installment agreement payment
18 Federal Payment Levy Program (FPLP) payment for the Primary TIN. Payments are received electronically from Bureau of the Fiscal Service (formerly FMS).
19 FPLP payment for the Secondary TIN. Payments are received electronically from Bureau of the Fiscal Service (formerly FMS).
20 State Income Tax Levy Program (SITLP) receipt (used exclusively for systemically applied payments).
21 State Income Tax Levy Program (SITLP) receipt (used exclusively for manually applied payments).
22 Alaska Permanent Fund Dividend Levy Program receipt (used for systemically applied payments).
23 Alaska Permanent Fund Dividend Levy Program (AKPFD) receipt (used exclusively for manually applied payments).
24 Payment received with an amended return.
26 Court-Ordered Criminal Restitution Payments
27 Branded Prescription Drug Fee
31 Exclude payment from systemic cross-reference processing to allow treatment of each spouse differently on a joint return.
33 Offer in Compromise $186.00 application fee
34 Offer in Compromise 20 percent lump sum/initial periodic payment.
35 Offer in Compromise subsequent payments made during the offer investigation.
36 ACA Individual payment for MFT 35
43 ACA Business payment for MFT 43
50 Installment agreement User Fee (IAUF). (Valid with MFT13 (BMF) for tax period XXXX12 and with MFT 55 (IMF)for tax period XXXX01).
Initial Fee
51 Installment agreement User Fee (IAUF). (Valid with MFT13 (BMF) for tax period XXXX12 and with MFT 55 (IMF)for tax period XXXX01).
Reinstatement Fee
52 Reserved for Collection
53 Discharges
54 Private Debt Collection (aka CCS)
55 Subordinations
56 Withdrawals
57 Judicial and Non- Judicial Foreclosures
58 Redemptions; Release of Right of Redemptions
59 706 Liens; Decedent Estate Proof of Claim (POC)
99 Miscellaneous payment other than above

Master File Tax Code

MFT File Form
01 BMF 941
02 BMF 1120, 7004
03 BMF 720
05 BMF 1041, 2758, 7004, 8800
06 BMF 1065, 7004, 8800
07 BMF 1066, 7004
08 BMF 8804
09 BMF CT-1
10 BMF 940
11 BMF 943
12 BMF 1042, 7004
13 BMF 8278
14 BMF 944, 1099
15 BMF 8752
16 BMF 945
29 IRAF 5329
30 IMF 1040 series, 2350, 2688, 4868, 8379, 8453, 9282
31 IMF 1040, 8453
33 BMF 990-C, 7004
34 BMF 990-T, 8868
35 IMF 1040
36 BMF 1041A, 8868
37 BMF 5227, 8868
44 BMF 990-PF, 8868
46 BMF 8038, 8328
50 BMF 4720, 8868
51 BMF 709
52 BMF 706
55 IMF 8278
56 IMF 1099
57 BMF 5227
60 BMF 2290
63 BMF 11-C
64 BMF 730
67 BMF 990, 5578, 8868

Valid Primary Transaction Code for Remittance Strategy for Payments via Paper Check Conversion (RS-PCC) Processing

TC Description
610 Remittance with return
620 Payment for Form 7004,Form 2758, Form 8736, Form 8868, or Form 5558
640 Advance payment on deficiency
650 Federal tax deposit
660 Estimated tax payment
670 Subsequent transaction
680 Designated payment of interest
690 Designated payment of penalty

Master File Forms and Schedules Payments Processing Table

Form Number or Schedules MFT TC Tax Period Ending Type
11C 63 610 01-12 BMF
656PV Various 670/570 01-12 IMF
BMF
668A(C) Various 670, 640, 690, 694 01-12 IMF
BMF
668W(C) Various 670, 640, 690, 694 01-12 IMF
BMF
706 52 610 0000 BMF
709 51 610 12 BMF
720 03 610 03/06/09/12 BMF
730 64 610 01-12 BMF
870P (AD) 30 640 01-12 IMF
940 10 610 12 BMF
940PR 10 610 12 BMF
940V 10 610 12 BMF
941 01 610 03/06/09/12 BMF
941M 01 670 03/06/09/12 BMF
941PR 01 610 03/06/09/12 BMF
941SS 01 610 03/06/09/12 BMF
941V 01 610 03/06/09/12 BMF
943 11 610 12 BMF
943A 11 670/570 12 BMF
943PR 11 610 12 BMF
944 14 610 12 BMF
944V 14 610 12 BMF
944 (SP) 14 610 12 BMF
944 (PR) 14 610 12 BMF
944 SS 14 610 12 BMF
945 16 610 12 BMF
945V 16 610 12 BMF
990 67 610 01-12 BMF
990EZ 67 610 01-12 BMF
990PF 44 610 01-12 BMF
990T 34 610 01-12 BMF
990W 44 670 01-12 BMF
1040 Returns 30 610 01-12 IMF
1040 Notices 30 670/570, 640, 690, 694 01-12 IMF
1040 Innocent Spouse Return 31 610 01-12 IMF
1040 Innocent Spouse Notices 31 670/570, 640, 690, 694 01-12 IMF
1040ES 30 660 01-12 IMF
1040NR
Form 1040NR has an SSN and/or the "Individual" box is checked.
30 610 01-12 IMF
See IRM 21.1.7.9.3(1) for additional information.
1040NR
Form 1040NR has an EIN and/or the "Estate or Trust" box is checked.
Transship to Cincinnati Submission Processing.
See IRM 21.1.7.9.3 (2) for additional information.
1040V 30 610 01-12 IMF
1040X 30 670/570 01-12 IMF
1041 05 610 01-12 BMF
1041A 36 610 01-12 BMF
1041ES 05 660 01-12 BMF
1041T 05 610 01-12 BMF
1041 V 05 610 01-12 BMF
If Form 1041-V is received with a Form 8453-F, utilize the 1041-V as the payment voucher and route the 8453-F to Batching OSPC STOP 6054.
1042 12 610 12 BMF
1065 06 610 01-12 BMF
1066 07 670 12 BMF
1096 13 640 12 BMF
Route to Payment Perfection.
1096 55 640 12 IMF
Route to Payment Perfection.
1098 Transship to Submission Processing
1099 Transship to Submission Processing
1120 Returns 02 610 01-12 BMF
1120 Notices 02 670/570, 640, 690,694 01-12 BMF
1120W 02 670 01-12 BMF
1120X 02 670/570 01-12 BMF
1127-A
Received with Form 1040 series return
30 670
610
01–12 IMF
1128 Transship to Submission Processing
2210 30 670 01-12 IMF
2210 05 670 01-12 BMF
2220 02 670 01-12 BMF
2290 60 610 01-12 BMF
2350 30 670 01-12 IMF
2350 51 670 12 BMF
3244 Various 670/570, 640, 690, 694 01-12 IMF
BMF
4219 (received with Form 941) 01 610 03/06/09/12 BMF
4219 (received without Form 941) 01 670 03/06/09/12 BMF
4549 Various 640 01-12 IMF
BMF
4549 EZ 30 640 01-12 IMF
4666 01, 10 640 03/06/09/12 BMF
4667 10 640 12 BMF
4668 01, 11 640 03/06/09/12 BMF
4669/4670 01,16 640 03/06/09/12 BMF
4720 50 610 01-12 BMF

Note:

Process Master File if information is only in Part I.

4720 50 670 01-12 BMF

Note:

Process Master File if information is only in Part I.

4720A NMF

Note:

Process as NMF if any information is in Part II of document. Transship form and payment to Cincinnati Submission Processing.

4868 30 670 01-12 IMF
4868 (Timely) 51 670/460 01-12 BMF
4868 (Delinquent) 51 670 01-12 BMF
5329 29 670 01-12 IMF
5330 Transship to Ogden Submission Processing
5405 (loose) 30 670/570 01-12 IMF
5564 Various 640 01-12 IMF
BMF
5884-C 01 670/570 01–12 BMF
Process the payment and route the form. If a Form 5884-C, Credit Against Employment Tax for Tax-Exempt Employers Hiring Qualified Veterans, is received with an amended return or correspondence, route the package to OSPC, M/S 6750.

Exception:

If there is an original Form 941, Form 943, or Form 944 attached, put the Form 5884-C to the back and route the package for processing.

7004 Various 670 01-12 BMF
8038/8038T 46 610 or 670 01–12 BMF
8082 30 670/570 01-12 IMF
8109/8109B 01, 02,03,09, 10, 11, 12, 14, 16, 33, 34, 44 670 01-12 BMF
8453 30 670 01-12 IMF
8453-C 02 670 01-12 BMF
8453-F 05 670 01-12 BMF
If the 1041-V is received with a Form 8453-F, utilize the 1041-V as the payment voucher and route the 8453-F to Batching OSPC STOP 6054. Process 1041-V payments with TC 610 and MFT 05.
8489 13 670 01-12 BMF
8489 55 670 01-12 IMF
8519 Various 670/570, 640, 690, 694 01-12 IMF
BMF
8615 30 670/570 01-12 IMF
8697
for filing year beginning January 1, 2005
Various 670/570 01-12 IMF
BMF
8697
for filing year prior to January 1, 2005
Transship to Cincinnati Submission Processing
8716 Transship to Submission Processing
8752 15 610 01-12 BMF
8804
Tax Year 2004 and Subsequent
08 610 or 670 01-12 BMF
8804
Tax Year 2003 and Prior
Transship to Cincinnati Submission Processing
8805
Tax Year 2004 and Subsequent
08 610 or 670 01-12 BMF
8805
Tax Year 2003 and Prior
Transship to Cincinnati Submission Processing
8813
Tax Year 2004 and Subsequent
08 670 01-12 BMF
8813
Tax Year 2003 and Prior
Transship to Cincinnati Submission Processing
8820 13 640 01-12 BMF
8831 Various 670 01-12 BMF
8879 30 670 01-12 IMF
8879C 02 670 01-12 BMF
8879S 02 670 01-12 BMF
8879F 05 670 01-12 BMF
8892 Transship to Cincinnati Submission Processing.
8945/8946 Mail form and any remit overnight, including a Form 3210 to:
IRS Tax Pro PTIN Processing Center
1605 George Dieter PMB 678
El Paso, TX 79936

Note:

Do not process the remit.

9465 Various 670,640 01-12 IMF
BMF
CT-1 09 610 12 BMF
CT-1V 09 610 12 BMF
W -12 Mail form and any remit overnight, including a Form 3210 to:
IRS Tax Pro PTIN Processing Center
1605 George Dieter PMB 678
El Paso, TX 79936

Note:

Do not process the remit.

Sch. H 05 670/570 01-12 BMF
Sch. H 30 670/570 01-12 IMF

Master File CP Notices Payments Processing Table

CP Notice MFT TC Tax Period Ending Type
CP 12 30 670/570 01-12 IMF
CP 12M 30 670/570 01-12 IMF
CP 13 30 670/570 01-12 IMF
CP 24 30 670/570 01-12 IMF
CP 45 30 670 Prior Year 01-12 IMF
CP 45 30 660 Current year 01-12 IMF
CP 87B 30 670/570 01-12 IMF
CP 215 13 670 01-12 BMF
CP 215 55 670/570 01-12 IMF
CP 251 01 640 01-12 BMF
CP 253 13 640 01-12 BMF
CP 259 Various 670/570 01-12 IMF
BMF
CP 515 - 518 (IDRS Notices) Various 670/570 01-12 IMF
BMF
CP 543 16 670/570 12 BMF
CP 972 CG 13 640 01-12 BMF
CP 972 CG 55 640 01-12 IMF
CP 2000 30 640 01-12 IMF
CP 2057 30 670/570 01-12 IMF
CP 2100 13 640 01-12 BMF
CP 2100 55 640 01-12 IMF
CP 2102 13 640 01-12 BMF
CP 2102 55 640 01-12 IMF
CP 2501 30 640 01-12 IMF
EUR CP 2000 30 640 01-12 IMF

CP notices do not show a TC 570 on the stub, but some notices require a TC 570 to hold the payment. See the above tables for notices requiring a TC 570.

Master File Letters Payments Processing Table

Letter MFT TC Tax Period Ending Type
98/99C 01 640
When a 98/99C is received with a payment, you MUST post the money as TC 640, even though the tear off stub indicates it is a 670.
01–12 IMF
BMF
510C Transship payment to Submission Processing.
566-B (CG) 30 640 01–12 IMF
1151C 30 640 01-12 IMF
1802C 30 640 01-12 IMF
2626C Various 640 01-12 IMF
BMF
3064C Various 670/570 01-12 IMF
BMF
3219C Various 670/570 01-12 IMF
3219CS 30 640 01-12 IMF
3404C 30 640 01-12 IMF
4010C 10 640 12 BMF
4314C Various 640 01-12 IMF
BMF
4676C 30 670/570 01-12 IMF
4800C 30 670/570 01-12 IMF

Most Correspondex letters received with payment(s) are applied with TC 670 except the letters listed in the table above. If a payment is received with a letter with or without a stub and the letter does not indicate a balance due, apply the payment with TC 670/570 except the letters listed in the table above with TC 640. If a payment is received with a letter with or without a stub and the letter indicates a balance due, apply the payment with TC 670 except for letters listed above.

Trace Identification (ID) Number and Custodial Detail Data Base (CDDB)

Beginning January 2008, all Deposit Tickets (DT) and Deposit Vouchers (DV) must be assigned a Trace ID Number. Trace ID Number is a tracking mechanism to identify each DT with its corresponding payments and each DV with its corresponding debits.

The Custodial Detail Database (CDDB) is an enhancement to the Financial Management Information System. It was created to track all individual payments that comprise a deposit ticket. It also balances the individual transactions against the deposit ticket totals which have been entered into the Redesign Revenue Accounting Control System (RRACS) general ledger. The unique Trace ID Number allows all payments to be identified and added to the CDDB.

All input payment systems automatically assign a 20 digit Trace ID number to each deposit ticket.

For Manual Deposit Tickets, The Trace ID Number is assigned by BBTS. The first 14 digits represent the Deposit Ticket Trace ID Number and the last six numbers represent the Transaction Sequence Number of each individual payment that comprises the Deposit Ticket. The Transaction Sequence Number begins with 000001, and is sequentially assigned to payments within a Deposit Ticket.

The format for a Trace ID Number that is to be included in all Deposit Tickets (14 digits) and on all Payment Transaction records (20 digits) is:

Parts Characters Position Definition
Site ID NN 1–2 Campus File Location Code (FLC) or other Site ID
Campus FLC are listed below:
07 - ATSPC
08 - ANSPC
09 - KCSPC
17 - CSPC
18 - AUSPC
19 - BSC
28 - PSC
29 - OSPC
49 - MSC
89 - FSPC
Lockbox Bank Location Codes are listed below:
02 - Bank of America Windsor -ANSPC
25 - U.S. Bank Cincinnati - PSC
33 - U.S. Bank Cincinnati - FSPC
35 - JP Morgan Charlotte - CSPC
36 - U.S. Bank St. Louis - KCSPC
47 - Bank of America Windsor - KCSPC
59 - Bank of America College Park - ATSPC
68 - Bank of America Hayward - FSPC
73 - JP Morgan Chase - AUSPC
91 - Bank of America Tucker - OSPC

Note:

In addition, some systems, such as an Installment Agreement (IA) User Fee Sweep, utilize an Area Office Code rather than a Campus Code. Those values are quite varied, so CDDB allows for any unique numeric value to be valid. Note: Valid codes change periodically with the reorganization of Campus accountability or Campus Consolidation, or the restructuring of Lockbox Bank contracts.

System ID NN 3–4 The values are identified as follows:
01 - EFTPS
02 - ISRP Payment Transactions
05 - Lockbox Bank Transactions
10 - SITLP Levy Payments
12 - Receipt and Control Manual Deposits for External Leads and Accounting CIR deposits for External Leads (Effective July 15, 2013)
15 - Receipt and Control Manual Deposits
20 - IRACS DCF Debit Voucher (DV)
25 - Accounting Deposit Ticket and DV
30 - FTD Deposit Ticket/Debit Voucher
35 - IDRS IA User Fee Sweep
40 - Automated Insolvency Manual DT
45 - Automated Offer in Compromise Manual DT
50 - ITIN
55 - Field Assistance (Share) Function, Taxpayer Assistance Center
Deposit Date YYYYDDD 5–11 Julian Date
Sequence Number NNN 12–14 For each Deposit Date, begin with 001 and increases each additional Deposit by 1.
Transaction Sequence Number NNNNNN or zero 15–20 For each payment summarized in a Debit Voucher, beginning with 000001, sequentially increases the Transaction Sequence Number.

Note:

This field is relevant only for the individual Payment Transactions that comprise a Deposit Ticket (as identified by the first 14 characters of the Trace ID Number).

Note:

CC PAYMT will generate the current processing Calendar Day as the first two positions of the six character Sequence Number in the Trace ID, when the payment is applied to the taxpayer's account through CC PAYMT.

Accessing Batch/Block Tracking System (BBTS)

An On-Line 5081 (OL5081) must be submitted to request access to BBTS. Managers determine who has access to the BBTS system. They designate which functions and screens the BBTS user will need to access.

The BBTS screens are accessed through the Intranet website. Each campus has the option to install an icon on the desktop or in the shortcut folder to access the website. Once the BBTS icon is clicked, the BBTS Logon Screen Appears. Enter the following information:

Step Enter Then
1 User Name - User login Press >TAB<
2 Password - User Password Press >TAB<
3 Database - bbts Press>TAB< and click on the "Connect" button.

The first time accessing BBTS the user will be asked to select a new password. Take the following steps to create a new BBTS password.

Step Action Then
1 An error message is received Click OK.
2 When prompted for the old password, enter the temporary password Press >TAB<.
3 Enter a new BBTS password Press>TAB<.
4 Re-enter the new BBTS password Press >Enter<.

This should take the user into the BBTS system. Future logins should only require the user login name, password, and bbts.

Contact the local BBTS Coordinator to reset a password. Do not open a Knowledge, Incident/Problem, Service, and Asset Management (KISAM) ticket or call the Help Desk.

Generate a Trace ID Number

See Exhibit 21.1.7-12, Accessing Batch/Block Tracking System (BBTS), for procedures to sign on BBTS. Take the following steps to generate a Trace ID:

Step Action
1 Click on Tools on the main toolbar.
2 Select Generate Trace IDs
3 Select a Service Center from the drop down menu.
4 Select Your System.
5 Enter a Deposit Date.
6 Enter Number of Trace IDs Required.
7 Click on the Generate Trace IDs button.

BBTS will generate the 14-digit segment of the Trace ID.

Generate Remittance Processing System Identification (RPSID) Numbers

The Integrated Submission and Remittance Processing System (ISRP) RPSID Screen allows Campus Support employees to assign an RPSID number to all payments processed through RS-PCC. See Exhibit 21.1.7-12, Accessing Batch/Block Tracking System (BBTS), for procedures to sign on BBTS. Take the following steps to generate an RPSID number:

Step Action Then
1 From the toolbar, click on Navigate Select the ISRP RPSID Generation Screen
2 Enter the Beginning RPSID number
(Refer to Form 9382 log for next available number.)
Press the >TAB< key.
3 Enter the Program Code
(BMF 15500)
(IMF 45500)
Press the >TAB< key.
4 Enter the MFT Press the >TAB< key.
5 Enter the Transaction Code Press the >TAB< key.
6 Enter the Tax Year (YYYY) Press the >TAB< key.
7 Enter the Tax Period (MM) Press the >TAB< key.
8 Enter the IRS Received Date (MMDDYYYY) Press the >TAB< key.
9 Enter the Number of RPSIDs Press the >TAB< key.
10 Select the Generate RPSIDs button The screen display a list of generated RPSIDs.

To print transmittals, select BBTS, Print, Transmittal. The transmittals generate an Adobe Acrobat pdf file, Batch Transmittal Form 9382. When the file has been generated, print the transmittal. After printing the generated Form 9382, close Adobe Acrobat and return to BBTS. A message window appears with the following Pop-up message: Did the Form 9382 report(s) print correctly? Select either Yes, No (Print Again), or Cancel (Print Later).

The Form 1332, Block Header(s), generates as an Adobe Acrobat pdf file. When the file has been generated, print the transmittal(s). After printing Form 1332, close Adobe Acrobat and return to BBTS. A pop-up message appears with the following message: Did the Form 1332 report(s) print correctly? Select either Yes, No (Print Again), or Cancel (Print Later).

Correspondex "C" Letters - Routing Guide

Each campus should attempt to route IRS " C" (Correspondex) letters based on letter number or specific IDRS number range designated by your Campus for specific functional areas. In most cases, the letter will be returned to the Originator and the Return Address at the top of the letter should indicate the location/site of the originator. A "(SC)" letter simply means the Campus developed it and is usually unique to a specific area. A "LT" letter is generated by CSCO (Collection). "CG" means Computer Generated by a stand-alone system.

Be sure to use your list of IDRS numbers (or ranges) from CC MESSG to ensure proper routing. For additional information see IRM 3.10.72-3, Correspondex "C" Letters - Routing Guide.

Note:

If you notice that a response to any letter indicates a "Request for Installment Agreement" , "Can't Pay" , "Won't Pay" , or "Want to Pay Later" , route to CSCO site using the state chart in IRM 21.1.7.6.15, Sorting and Routing Automated Collection System Mail.

Do not detach Form 14039 from any correspondence. Keep the form attached to the correspondence. "Expedite" the package to the function who originated the correspondence.

LETTER ROUTE REPLY TO:
"LT" or "LP" letters

Note:

Disregard any notation at the bottom with a "Letter XXXX" and go by the "LP" or "LT"

ACS Support (including Undeliverables)

Note:

Route to the ACS Support site shown in the Return Address.

Letter 12C

Note:

If Form 8867 is received with the letter, attached it to the back of the letter.

IMF Rejects (Route to Submission Processing per return address.)
Letter 96C (ICT)
Letter 98C
Letter 99C
CAWR Unit
Memphis - Stop 814
Philadelphia - BLN 4-G08.151
Letter 104C IMF Entity
AUSPC - Stop 6182
FSPC - Stop 34303
KCSPC - Stop 6055
BMF Entity
CSPC - Stop 343
OSPC - M/S 6273
Letter 105C (with Form 907)
ICT
Letter 105C (with Form 907) if:

Kind of tax indicates Employment, Form 941, FICA, etc., and Letter 105C, or any attachment indicates Quality Stores, Inc. or CSX Corp. v. United States

Note:

Date stamp letter and Form 907.

Internal Revenue Service
1550 American Blvd.
Suite 500, Stop 4556 Icm
Bloomington, MN 55425
≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡
Letter 112C CSCO

Note:

If an original BMF return is attached, move the letter to the back and route to CSPC or OSPC. If Amended return is attached, route to be scanned to CIS.

Letter 131C Route to be scanned to CIS
Letter 134C Route to be scanned to CIS
Letter 143C Route letter to the originator.

Note:

If attached to a return that has an edited "TC 595" or "TC 599" or "Process as Original" in the top margin, move the letter to the back and continue processing.

Letter 225C CSPC - M/S 532G
Letter 239C Route to be scanned to CIS
Letter 282C CSCO

Note:

If an original BMF return is attached, move the letter to the back and route to CSPC or OSPC. If Amended return is attached, route to be scanned to CIS.

Letter 312C BMF Entity
CSPC - Stop 343
OSPC - M/S 6273
Letter 324C Route to originator.

Note:

If Form 1040X attached, move letter to the back and route to SP per IRM 21.1.7.6.3, Routing of Form 1040X, Amended Returns.

Letter 326C BMF Entity
CSPC - Stop 343
OSPC - M/S 6273
Letter 380C FUTA Unit
CSPC - Stop 815G
Letter 385C BMF Entity
CSPC - Stop 343
OSPC - M/S 6273
Letter 418C
Route to be scanned to CIS

Exception:

If the IDRS number is 148XX, then route to the appropriate IVO (formerly AMTAP) Mail Stop number based on the return address on the letter


Andover - 862
Atlanta - 56-A
Austin - 6579
Brookhaven - 975
Cincinnati - 6445G
Fresno - M2004
Kansas City - 6574 S-2
Ogden - 9002
Letter 525 Exam
Letter 531 Exam
Letter 531-T BMF AUR- OSPC, M/S 6663
Letter 566 Exam
Letter 681C CSCO
Letter 692 Exam
Letter 718 (SC)

Note:

Keep Form 9549 attached.

Exam
Letter 854C Route to be scanned to CIS
Letter 861C CAF Unit, OSPC - M/S 6737
Letter 937 Route to be scanned to CIS
Letter 950 Exam
Letter 950-C or Letter 950-D

Note:

Keep Form 13683 attached.

Exam
Letter 972CG Philadelphia - IRP Civil Penalty Function - BLN 4-G08.151
Letter 1151C AUR Branch

Andover - Stop 860
Atlanta - Stop 45-A
AUSPC -Stop 6692
Brookhaven - Stop 620
FSPC - Stop 86106
OSPC - M/S 6652
Philadelphia - BLN 5-E08.113
Letter 1802C AUR Branch
Andover - Stop 860
Atlanta - Stop 45-A
AUSPC -Stop 6692
Brookhaven - Stop 620
FSPC - Stop 86106
OSPC - M/S 6652
Philadelphia - BLN 5-E08.113
Letter 1862(SC)
Letter 1902B
SC Exam/CSCO (SFR Function if marked IRP or SFR)
Letter 1865C/(SC) IRP Correspondence
Letter 1948C Philadelphia - BLN 4-G08.151
Letter 2050 (with no indication of "LT" or "LP") OSPC EO Entity - M/S 6273
Letter 2057C Address in top left corner of notice - CAWR
Letter 2255C CSCO

Note:

If an original BMF return is attached, move the letter to the back and route to CSPC or OSPC. If Amended return is attached, route to be scanned to CIS.

Letter 2272C Route to be scanned to CIS

Note:

If Form 433 is attached

route to CSCO.
Letter 2273C CSCO
Letter 2274C CSCO
Letter 2284C CSCO

Note:

If an original BMF return is attached, move the letter to the back and route to CSPC or OSPC. If Amended return is attached, route to be scanned to CIS.

Letter 2289C
Letter 2290C
Route to be scanned to CIS
Letter 2448C CAWR Unit:
Memphis - Stop 814
Philadelphia - BLN 4-G08.151
Letter 2469(SC/CG) CSCO
Letter 2474C CAWR
Memphis - Stop 814
Philadelphia - BLN 4-G08.151
Letter 2566 (SC/CG) Letter 2566R Leave any return attached ASFR (Austin/Brookhaven/
Fresno) - route to Return Address
Letter 2625C AUR Branch
Andover - Stop 860
Atlanta - Stop 45-A
AUSPC -Stop 6692
Brookhaven - Stop 620
FSPC - Stop 86106
OSPC - M/S 6652
Philadelphia - BLN 5-E08.113
Letter 2626C AUR Branch
Andover - Stop 860
Atlanta - Stop 45-A
AUSPC -Stop 6692
Brookhaven - Stop 620
FSPC - Stop 86106
OSPC - M/S 6652 (if SSN present)
OSPC - M/S 6663 (if EIN present)
Philadelphia - BLN 5-E08.113
Letter 2627C AUR Branch
Andover - Stop 860
Atlanta - Stop 45-A
AUSPC -Stop 6692
Brookhaven - Stop 620
FSPC - Stop 86106
OSPC - M/S 6652 (SSN present)
OSPC - M/S 6663 (if EIN present)
Philadelphia - BLN 5-E08.113
Letter 2644C Route to Originator - See Return Address or IDRS Number
Letter 2645C Return to Originator - See Return Address or IDRS Number
Letter 2675C Route to the CAF Unit
Letter 2694C through Letter 2699C OSPC, M/S 6121
Letter 2700 Route to Designated Agent identified on letter. If unavailable, or address incomplete, route to:
OSPC - TEFRA - M/S 4510
CSPC - Brookhaven TEFRA - Stop 630
Letter 2700L Route to Designated Agent identified on letter. If unavailable, or address incomplete, route to:
OSPC - TEFRA - M/S 4510
CSPC - Brookhaven TEFRA - Stop 630
Letter 2797(CG) CSCO
Letter 2893C AUR Branch
Andover - Stop 860
Atlanta - Stop 45-A
AUSPC -Stop 6692
Brookhaven - Stop 620
FSPC - Stop 86106
OSPC - M/S 6652 (if SSN present)
OSPC - M/S 6663 (if EIN present)
Philadelphia - BLN 5-E08.113
Letter 2940C
Letter 3022C
Letter 3064C
Letter 3180C
Route to be scanned to CIS
Letter 3217C
Letter 3217SP
CSCO
Letter 3219 Exam
Letter 3219C IVO
Atlanta - Stop 763
Letter 3219N - Leave any return attached ASFR-(Austin/Brookhaven/Fresno) - route to Return Address
Letter 3219(SC/CG) ASFR-(Austin/Brookhaven/Fresno) - route to Return Address
Letter 3279C CSPC Stop 840F
Letter 3284C CSPC Stop 840F
Letter 3307 SC/CG
Letter 3308 SC/CG
Letter 3309 SC/CG
Letter 3310 SC/CG
Letter 3311 SC/CG
Letter 3312 SC/CG
Letter 3313 SC/CG
Letter 3314 SC/CG
Letter 3315 SC/CG
Letter 3316 SC/CG
Letter 3318 SC/CG
Letter 3319 SC/CG
Letter 3320 SC/CG
OSPC - M/S 6732
Letter 3323C CSPC Stop 840F
Letter 3338C Exam
Letter 3383C Philadelphia - BLN 3-G23.100
Letter 3404C AUR Branch

Andover - Stop 860
Atlanta - Stop 45-A
AUSPC -Stop 6692
Brookhaven - Stop 620
FSPC - Stop 86106
OSPC - M/S 6652 (if SSN present)
OSPC - M/S 6663 (if EIN present)
Philadelphia - BLN 5-E08.113
Letter 3471C OSPC Rejects Unit
Letter 3477C Route to be scanned to CIS
Letter 3497 SC/CG OSPC - M/S 6732
Letter 3500 Exam
Letter 3501 Exam
Letter 3657C CSPC Stop 840F
Letter 3658C CSPC Stop 840F
Letter 3659C CSPC Stop 840F
Letter 3660C CSPC Stop 840F
Letter 3661C CSPC Stop 840F
Letter 3793 SC/CG OSPC - M/S 6732
Letter 3852C
Letter 3853C
BMF Entity Unpostables
CSPC - Stop 362G
OSPC - M/S 6123
Letter 3875C BMF Entity
CSPC - Stop 343
OSPC - M/S 6273
Letter 3938C OSPC
Letter 3967C Route to be scanned to CIS
Letter 4010C Address in top left corner of notice - FUTA
Letter 4011C Address in top left corner of notice - FUTA
Letter 4086C
Letter 4087C
Route to be scanned to CIS
Letter 4115C Do not route to be scanned to CIS. Route to the appropriate Mail Stop Number.
Andover 862
Atlanta - 56-A
Austin - 6579
Brookhaven -975
Cincinnati - 6445G
Fresno - M2004
Kansas City - 6574 S-2
Ogden - 9002
Letter 4116C Criminal Investigation
Letter 4148C If a Form 944 is attached to a Letter 4148C, attach the letter to the back of the return and route to Submission Processing. If there is correspondence attached to the letter that requires a response by Accounts Management, route the package to Accounts Management to be scanned to CIS). Make sure you date stamp the notice and return.
Letters 4281 Scan to CIS
If anything is attached, see IRM 21.1.7.6 (7) for additional information.
Letter 4306 Exam
Letter 4309C IVO
Andover - 862
Austin - 6579
Fresno M2004
Kansas City - 6574 S-2
Ogden - 9002
Letter 4310C IVO
Atlanta - 56-A
Austin - 6579
Brookhaven - 675
Cincinnati - 6445G
Fresno - M2004
Kansas City - 6574 S-2
Ogden - 9002
Letter 4314C AUR Branch
Andover - Stop 860
Atlanta - Stop 45-A
AUSPC -Stop 6692
Brookhaven - Stop 620
FSPC - Stop 86106
OSPC - M/S 6652 (if SSN present)
OSPC - M/S 6663 (if EIN present)
Philadelphia - BLN 5-E08.113
Letter 4401C
Letter 4445C
Route to be scanned to CIS
Letter 4458C CSCO site shown on Return Address

Note:

This is a generated letter and the IDRS number is all 9's.

Letter 4464C Do not route to be scanned to CIS.
Route to IVO
Atlanta - 46B
Letter 4550C
Letter 4551
Letter 4552C
BMF AUR - OSPC, M/S 6663
Letter 4612C IMF Rejects (Route to Submission Processing per return address.)
Letter 4657
Letter 4658

Note:

If Form 843 is attached to Letter 4658, route to M/S 4921

OSPC - M/S 4916
Letter 4664C CSPC - Stop 5701G
Letter 4676C Route to be scanned to CIS

Note:

Any payment should be routed to RS-PCC and they should input the payment with a TC 570.

Letter 4800C IVO
Atlanta - 763

Note:

Any payment should be routed to RS-PCC and they should input the payment with a TC 570.

Letter 4883C IVO
AUSPC - Stop 6579 AUSC
Letter 4904C IVO
Andover - 862
Austin - 6579
Fresno - M2004
Kansas City - 6574 S-2
Ogden - 9002
Letter 4905 Route package to the Return Address (CSCO or ACS Support function)

Exception:

If the attached IMF return has a "TC 595" or "TC 599" or "Process as Original" edited in the top margin, route to Submission Processing for processing.

Letter 4939 AUSPC - ITIN, Stop 6090 AUSC
Letter 5035 BSC - Stop 613
Letter 5036 BSC - Stop 613
Letter 5037 BSC - Stop 613
Letter 5038 BSC - Stop 613
Letter 5039 BSC - Stop 613
Letter 5040 BSC - Stop 613
Letter 5041 BSC - Stop 613
Letter 5042 BSC - Stop 613
Letter 5043 BSC - Stop 613
Letter 5044 BSC - Stop 613
Letter 5045 BSC - Stop 613
Letter 5066C
Letter 5067C

Note:

If Form 843 is attached to Letter 5067C route to M/S 4921.

OSPC - M/S 4916
Letter 5071C IVO
AUSPC - Stop 6573 AUSC
Letter 5073C Route to be scanned to CIS
Letter 5156 BSC - Stop 613
Letter 5263
(all responses and undeliverables)
RICs
OSC M/S 9002
Letter 5532 Route to be scanned to CIS
Letter 5533 Route to be scanned to CIS
Letter 5591
Letter 5596
Letter 5598
Letter 5599
See IRM 3.10.72.8.2
Letter 5821 AUSPC ITIN Unit
Stop 6090
Austin, TX 73301-0057

Computer Paragraph (CP) Notices - Routing Guide

Route replies to Computer Paragraph (CP) notices to the area designated on the table below. Sort by Return Address, Title of the Notice, or identifying information regarding the Originator to determine proper routing to the correct area.

Any indication of "can't pay" , "won't pay" , "will pay later" , or "need a payment plan" on a CP 14, CP 501, CP 503, CP 504 or CP 504B notice should be routed to Compliance Services Collection Operations (CSCO). Prior to transshipping documents with payment, process the remittance, unless the payments cannot be processed through RS-PCC or instructed to transship payment with documents.

Do not detach Form 14039 from any notice. Keep the form attached to the notice. "Expedite" the package per the routing guide below.

For additional information see IRM 3.10.72-4, Computer Paragraph (CP) Notices - Routing Guide.

CP ROUTE REPLY TO: STOP Number
CP 01

Note:

If attached to an IRS letter or another notice, route per letter or other notice.

Scan to CIS
CP 01A
CP 01F

Note:

Only route when correspondence is attached; otherwise, destroy as Classified Waste.

KCSPC

Note:

If correspondence is attached and requires a response, detach from return and route to KCSPC. Do not transship any returns to this mail stop at KCSPC. If notice attached to a return and no correspondence requiring a response, staple notice to the back of the return and route to SP.

Stop P- 5 6566
CP 01C Scan to CIS
CP 01E
  • If any correspondence is attached to the CP notice, (except an address change request, Form 8822 or a tax return) route to be scanned to CIS.

  • If an address change request or Form 8822 is the only attachment, route to IMF Entity.

  • If the notice is attached to a tax return and includes correspondence requiring a response, detach the notice and correspondence and route to be scanned to CIS. Notate on the Correspondence that the return has been routed to SP for processing.

  • If the notice is attached to a tax return and does not include correspondence requiring a response, staple the notice (which may include an address change request or Form 8822) to the back of the return and route to SP for processing.

Note:

"Correspondence requiring a response" does not include an address change request or Form 8822.











IMF Entity

AUSPC - Stop 6182
FSPC - Stop 34303
KCSPC - Stop 6055
CP 01H IMF Entity
AUSPC - Stop 6182
FSPC - Stop 34303
KCSPC - Stop 6055
CP 01S Scan to CIS
CP 03A
CP 03B, or
CP 03C
Scan to CIS
CP 05 IVO Atlanta Stop 46-B
CP 05A IVO Austin Stop 6579
CP 08 1040X Unit - AUSPC, FSPC, KCSPC
IRM 21.1.7.6.4, Routing of CP 08, CP 09, and CP 27
See IRM 21.1.7.6.4, Routing of CP 08, CP 09, and CP 27.
CP 09 1040X Unit - AUSPC, FSPC, KCSPC
IRM 21.1.7.6.4, Routing of CP 08, CP 09, and CP 27
See IRM 21.1.7.6.4, Routing of CP 08, CP 09, and CP 27.
CP 11 (If Form 1040X attached) 1040X Unit - AUSPC, FSPC, KCSPC See IRM 21.1.7.6.3, Routing of Form 1040X, Amended Returns.
CP 12 (If Form 1040X attached) 1040X Unit - AUSPC, FSPC, KCSPC See IRM 21.1.7.6.3, Routing of Form 1040X, Amended Returns.
CP 11, CP 11A, CP 11R, CP 12, CP 12A, CP 12M, CP 12R, CP 13CP 13A,
CP 13R (If noForm 1040X attached)
Scan to CIS
CP 14, CP 14HCP 14I Scan to CIS

Exception:

Any indication of "can't pay" , "won't pay" , "want to pay later" , or an attached Installment Agreement (Form 9465, Form 433 series, or Form 2159) should be routed to CSCO.

CP 15/CP 215 See specific "PRN" (Penalty Reference Number) below:

Note:

If there is no designated Penalty Reference Number shown on CP 15 or CP 215 notice, route to Accounts Management

PRN 500 - 514 Philadelphia BLN 4-G08.151
PRN 537 Scan to CIS

PRN 549 or 550 printed on the "Notice of Penalty Charge" line
If Return Address is other than Memphis or Philadelphia, sort by Taxpayer’s State and route to proper CAWR Unit:

Memphis - AK, AL, AR, AZ, CA, CO, FL, GA, HI, KS, LA, MO, MS, NM, NV, OK, OR, TN, TX, UT, WA,
Philadelphia - CT, DC, DE, ID, IL, IN, IA, KY, MA, MD, ME, MI, MN, MT, NC, ND, NE, NH, NJ, NY, OH, PA, PR, RI, SC, SD, VA, VI, VT, WI, WV, WY, International
Transship using a Form 3210 addressed to "CAWR" , including the appropriate Mail Stop number to:
Memphis - Stop 814
Philadelphia - BLN 4-G08.151
PRN 594 through 598 Philadelphia BLN 2-H11.142 ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡
PRN 599 or 623 Scan to CIS
PRN 607 DCC
985 Michigan Ave
Attn: P. O. Box 33577 mail
Detroit, MI 48226-1128
Carries a FLC 17
PRN 616 Andover CSCO 834
PRN 618 OSPC M/S 5300
PRN 628 Scan to CIS
PRN 631 IRS
2400 Avila Road, MS 5040
Laguna Niguel, CA 92677-3405
ATTN: Claims for Penalty Abatement
PRN 634 or 636 OSPC M/S 4916
PRN 638 CSPC 814G
PRN 648 Scan to CIS (CATA)
PRN 655, 656, 657, 665, 667, 670, 673 CSPC - Excise 5701G
PRN 666 OSPC - Frivolous Filer M/S 4450
PRN 600, 603, 604, 605, 612, 613, 619, 620, 621, 624, 625, 626, 627, 632, 635, 643, 645, 649, 650, 651, 652, 653, 654, 659, 660, 664, 668, 669, 671, 674, 676, 679, 680, 681, 684, 686, 708, 711, 712 Scan to CIS
CP 15H

CP 16
Scan to CIS
CP 17 Scan to CIS
CP 19
CP 20
Exam Correspondence
CP 21
CP 21H
CP 22A
CP 22H
CP 23
CP 24
CP 25
Scan to CIS
CP 27 1040X Unit - AUSPC, FSPC, KCSPC See IRM 21.1.7.6.4, Routing of CP 08, CP 09, and CP 27.
CP 29
CP 30
Scan to CIS
CP 31 Refund Inquiry
CP 32
CP 32A
Refund Inquiry
CP 36Z Submission Processing Files
CP 37 SP (Accounting/IMF-Entity)
CP 39 Scan to CIS
CP 42 Scan to CIS
CP 44 CSCO Atlanta
CP 45
CP 46
CP 49
Scan to CIS
CP 51A
CP 51B
CP 51C
Scan to CIS
CP 53 Destroy (unless correspondence attached requiring a response).
CP 53A Scan to CIS
CP 54B,
CP 54E,
CP 54F,
CP 54G
IMF Entity
AUSPC - Stop 6182
FSPC - Stop 34303
KCSPC - Stop 6055
CP 59
CP 759
CP 63
Loose or with an original Form 1040 series tax return

Note:

Do not route incoming original returns attached to CP 59, CP 63 or CP 759 to Statute; route to CSCO.

CSCO

Exception:

If the attached return has "TC 595" or "TC 599" or "Process as Original" edited in top margin, put the notice to the back and continue processing.

Note:

If the attached return is an IMF Amended Return (Form 1040X), do not route to CSCO. Route to SP site for processing.

AUSPC - Stop 5501 AUSC
FSPC - Stop 81208

Note:

Keep IMF return with notice.

CP 60
CP 62
Scan to CIS
CP 64 Appeals Office
CP 71
CP 71A
CP 71C
CP 71D
CSCO
CP 72 OSPC Exam-FRP M/S 4450
CP 74 Destroy (unless correspondence attached requiring a response)
CP 75 Exam
CP 77
CP 78
ACS Support (Attach Envelope)
CP 79 Destroy (unless correspondence attached requiring a response)
CP 80AM 12/CP 080 AM 12 AMRH Unit (in Accounts Management) Andover - Stop 661
Atlanta - Stop 6
Austin - Stop 6272
Brookhaven - Stop 447
Cincinnati - Stop 534G
Fresno - Stop B2009
Kansas City - Stop 6800
Memphis - Stop 8425
Ogden - M/S 6712
Philadelphia - BLN 3-L08.154
CP 80/CP 080 with Form 8804 or Form 8288 correspondence only Scan to CIS

Note:

This will be sorted and scanned as International receipts.

M/S 6712
CP 80 AM 18 CSCO (Fresno) Stop 81208
CP 080 AM 18 CSCO (Philadelphia) BLN 4-N31.142
CP 81
CP 081
(received with a statute year and prior live return)
Statute Unit OSPC - M/S 6741 (A2)
CP 81
(received with a non-statute year live return)
Scan to CIS
CP 85
CP 85A
CP 85B
CP 85C
CP 86
CP 87
CP 87A
CP 87B
CP 87C
CP 87D
Scan to CIS
CP 88 Exam
CP 90
CP 91
CP 92
ACS Support (Attach Envelope) CSPC - Stop 813-G
FSPC - Stop 76100
KCSPC - Stop 4-P 5050
Philadelphia - BLN 4-Q26.132
CP 93 Scan to CIS
CP 96 SP Accounting
CP 101
CP 102
CP 103
CP 104
CP 105
CP 106
CP 107
Scan to CIS
CP 108 BMF Notice Review
CP 109 BMF Entity CSPC - Stop 343
OSPC - M/S 6273
CP 110
CP 111
CP 112
CP 113
CP 114
CP 115
CP 116
CP 117
CP 118
Scan to CIS
CP 119 Exempt Organization (EO)Entity OSPC - M/S 6273
CP 120
CP 120A
Exempt Organization (EO) Entity OSPC - M/S 6273
CP 121A
CP 122, CP 122A
CP 123, CP 123A
CP 124, CP 124A
CP 125, CP 125A
CP 126, CP 126A
CP 127, CP 127A
CP 128
CP 129
CP 130
CP 131, CP 131A
CP 132
CP 133
Scan to CIS
CP 136
CP 136B
CP 137
CP 137A
CP 137B
  1. If correspondence attached requiring a response, route to be scanned to CIS.

  2. If a tax return attached, put notice on top and route package to be scanned to CIS.

  3. If no correspondence requiring a response, Destroy as classified waste.

CP 138 Route to be scanned to CIS

CP 141
CP 142
CP 143
Route to be scanned to CIS
CP 148-A
CP 148-B
BMF Entity CSPC - Stop 343
OSPC - M/S 6273
CP 160
CP 161
CP 162
CP 163
Route to be scanned to CIS
CP 169 CSCO
CP 171
CP 173
CP 175
CP 177
Scan to CIS
CP 183 CSPC Stop 5701G
CP 185
CP 186
Scan to CIS
CP 188 CSCO Philadelphia - BLN 4- N31.142
CP 191 SP Accounting
CP 192 Exempt Organization (EO) Entity OSPC - M/S 6273
CP 193
CP 194
CP 195
CP 207
CP 208
Scan to CIS
CP 209 BMF Entity CSPC - Stop 343
OSPC - M/S 6273
CP 210 Scan to CIS

Note:

If Blocking Series 55 shown in DLN in upper right corner, route to CAWR Unit in MSC or PSC using chart in CP 215 below. If Blocking Series 50 or 51 shown in DLN in upper right corner, route to FUTA Unit in CSPC, Stop 815G

Note:

If Form 9465, Form 433 (except Form 433-A (OIC) or Form 2159 is attached, route to CSCO. See IRM 3.10.72.15.5

CP 211A
CP 211B
CP 211C
CP 211D
CP 211E
Scan to CIS - If "loose" ; otherwise, leave attached to the back of any EO return and route to OSPC for processing.
CP 212 Employee Plans (EP) Entity OSPC - M/S 6273
CP 213
CP 213I
CP 213N
CP 213R
Scan to CIS
CP 214 Employee Plans (EP) Entity OSPC - M/S 6273
CP 215/CP 15

Note:

Route according to PRN (Penalty Reference Number).

Refer to "CP 15/" shown above in this table.
CP 215 (PRN 549 or 550) If Return Address is other than Memphis or Philadelphia, sort by Taxpayer’s State and route to proper CAWR Unit:
Memphis - AK, AL, AR, AZ, CA, CO, FL, GA, HI, KS, LA, MO, MS, NM, NV, OK, OR, TN, TX, UT, WA,
Philadelphia - CT, DC, DE, ID, IL, IN, IA, KY, MA, MD, ME, MI, MN, MT, NC, ND, NE, NH, NJ, NY, OH, PA, PR, RI, SC, SD, VA, VI, VT, WI, WV, WY, International
Transship using a Form 3210 addressed to "CAWR" , including the appropriate Mail Stop number to:
Memphis - Stop 814
Philadelphia - BLN 4-G08.151
CP 216
CP 216F
CP 216G
CP 216H
CP 220 with Blocking Series Other Than 50, 51, or 55 shown in DLN in upper right corner)
Scan to CIS
CP 220 (with Blocking Series 50 or 51 shown in DLN in upper right corner FUTA CSPC - Stop 815G
CP 220
(with Blocking Series 55 shown in DLN in upper right corner)
CAWR:
If Return Address is other than Memphis or Philadelphia, use State chart below to sort to proper CAWR Unit:
Memphis - AK, AL, AR, AZ, CA, CO, FL, GA, HI, KS, LA, MO, MS, NM, NV, OK, OR, TN, TX, UT, WA,
Philadelphia - CT, DC, DE, ID, IL, IN, IA, KY, MA, MD, ME, MI, MN, MT, NC, ND, NE, NH, NJ, NY, OH, PA, PR, RI, SC, SD, VA, VI, VT, WI, WV, WY, International
Memphis - Stop 814
Philadelphia - BLN 4-G08.151
CP 230 CAWR:
If Return Address is other than Memphis or Philadelphia, use State chart below to sort to proper CAWR Unit:
Memphis - AK, AL, AR, AZ, CA, CO, FL, GA, HI, KS, LA, MO, MS, NM, NV, OK, OR, TN, TX, UT, WA,
Philadelphia - CT, DC, DE, ID, IL, IN, IA, KY, MA, MD, ME, MI, MN, MT, NC, ND, NE, NH, NJ, NY, OH, PA, PR, RI, SC, SD, VA, VI, VT, WI, WV, WY, International
Memphis - Stop 814
Philadelphia - BLN 4-G08.151
CP 231 Refund Inquiry
CP 232A
CP 232B
CP 232C
CP 232D
Exempt Organization (EO) Accounts Management OSPC - M/S 6552
CP 234 Scan to CIS
CP 240 CAWR Memphis - Stop 814
Philadelphia - BLN 4-G08.151
CP 242 ACS Support (Attach Envelope) CSPC - Stop 813-G
FSPC - Stop 76100
KCSPC - Stop 4-P 5050
Philadelphia - BLN 4-Q26.132
CP 247
CP 248
Scan to CIS
CP 249
CP 249A
CP 249B
CP 249C
Exempt Organization (EO) Entity OSPC - M/S 6273
CP 250B
CP 250C
Scan to CIS
CP 254 Exempt Organization (EO) Entity OSPC - M/S 6273
CP 259"loose"
CSCO
CP 259 with Form 966 and no return attached - keep together CSCO Brookhaven - Stop Number 662
Memphis - Stop Number 81
Philadelphia - 4-N31.142
CP 259 with original BMF Return attached.

Note:

Do not route original returns attached to CP 259 to Statute; route to Batching.

CSPC or OSPC
Place the notice on the back of the return and route to Batching.

Note:

If an Amended Return is attached, route to be scanned to CIS.

CP 259A
CP 259B
CP 259C
CP 259D
CP 259E
CP 259F
CP 259G
CP 259H
BMF Entity OSPC - M/S 6273
CP 261
CP 266
BMF Entity CSPC - Stop 343
OSPC - M/S 6273
CP 267 BMF Notice Review CSPC - Stop 272
OSPC - M/S 1066
CP 268
CP 274
CP 275
CP 276A
CP 276B
CP 280
CP 283
Scan to CIS
CP 293 Exam
CP 295 Scan to CIS
CP 297
CP 297A
CP 297C
CP 298
ACS Support (Attach Envelope) CSPC - Stop 813-G
FSPC - Stop 76100
KCSPC - Stop 4-P 5050
Philadelphia - BLN 4-Q26.132
CP 299 BMF Entity OSPC - M/S 6273
CP 301 e-Help Desk Andover, Atlanta Austin, Cincinnati, Ogden
CP 403
CP 406
Employee Plans (EP) Entity OSPC - M/S 6273
CP 420
CP 421
CP 422
CP 423
CP 424
CP 425
CP 426
CP 427
CP 428
CP 429
CP 430
Exempt Organization (EO) Entity OSPC - M/S 6273
CP 501
CP 501H
CP 503
CP 503H
CP 504
CP 521

Note:

This includes the notices with "B" following the number (i.e., CP 504B

Scan to CIS

Exception:

Any indication of "can't pay" , "won't pay" , "want to pay later" , or an attached Installment Agreement (Form 9465, Form 433 series, or Form 2159) should be routed to CSCO.

CP 515
CP 516
CP 518
CSCO

Note:

Do not route incoming original BMF Returns attached to these notices to Statute or CSCO; move the notice to the back and route to CSPC or OSPC.

CP 522 ACS Support
CP 523
CP 523H
CP 531
CP 532
CP 533
CP 534
CP 535
CP 536
CP 537
CP 538
CP 539
CP 540
CP 541
CP 542
CSCO
CP 543
CP 545
Philadelphia BLN 4-N31.142
CP 547
CP 549
Scan to CIS
CP 560A
CP 560B
CP 561
CP 562A
CP 562B
CP 562C
CP 562D
CP 563
AUSPC ATIN Stop 6182
CP 564 Refund Inquiry
CP 565 with Attachments Route according to attachment type
CP 565A
CP 565A-SP
CP 565B
CP 565B-SP
CP 566
CP 566SP
CP 567
CP 567SP
CP 569
CP 569 SP
AUSPC ITIN 6090 AUSC
CP 575A
CP 575B
CP 575C
CP 575D
CP 575E
CP 575F
CP 575G
CP 575H
CP 575I
CP 575J
CP 575K
CP 575L
Cincinnati Accounts Management EIN Operation Stop 5300G
CP 576 BMF Entity CSPC - Stop 343
OSPC - M/S 6273
CP 577
CP 578
CP 579
Scan to CIS
CP 580
CP 581
CP 582
CP 583
CP 584
Employee Plans (EP) Entity OSPC - M/S 6273
CP 601
CP 603
CP 604
Scan to CIS
CP 615
CP 616
CP 618
CSCO SB/SE - Philadelphia - BLN 4-N31.142
WI - Fresno - Stop 81207
CP 621 Scan to CIS

Exception:

Any indication of "can't pay" , "won't pay" , "want to pay later" , or an attached Installment Agreement (Form 9465, Form 433 series, or Form 2159) should be routed to CSCO.

CP 622 CCP (Centralized Case Processing)
CP 623 CSCO
CP 701 Scan to CIS
CP 759 CSCO

Exception:

If the attached return has "TC 595" or "TC 599" or "Process as Original" edited in top margin, put the notice to the back route to Submission Processing for processing.

AUSPC - Stop 5501 AUSC
FSPC - Stop 81208

Note:

Keep IMF return with notice

CP 848A
CP 848B
BMF Entity CSPC - Stop 343
OSPC - M/S 6273
CP 945 Philadelphia BLN 4-G08.151
CP 959 CSCO
CP 2000 AUR
Andover - Stop 860
Atlanta - Stop 45-A
AUSPC - Stop 6692
Brookhaven - Stop 620
FSPC - Stop 86506
OSPC - Stop 6652
Philadelphia - BLN 5-E08.113
CP 2005CP 2006 BMF AUR OSPC - M/S 6663
CP 2030 BMF AUR OSPC - M/S 6663
CP 2057
  1. Correspondence attached

  2. Form 1040X attached

  1. Scan to CIS

  2. Form 1040X route to Submission Processing see IRM 21.1.7.6.3, Routing of Form 1040X, Amended Returns.

CP 2100
CP 2100A
Document Matching Philadelphia
BLN 4-G08.151
CP 2501 AUR
Andover - Stop 860
Atlanta - Stop 45-A
AUSPC - Stop 6692
Brookhaven - Stop 620
FSPC - Stop 86106
OSPC - Stop 6652
Philadelphia - BLN 5-E08.113
CP 2531CP 3219B BMF AUR OSPC - M/S 6663

Forms - Routing Guide

Use this in addition to your Local Maildex to route the most common forms. See IRM 3.10.72-1, Routing Guide/Local Maildex, for additional information. Prior to transshipping documents with payment process the remittance, unless the payments cannot be processed through RS-PCC or stated to transship payment with documents.

Do not detach Form 14039 from any form. Keep the form attached to the form. "Expedite" the package per the routing guide below.

Form ROUTE REPLY TO: STOP Number
Form CT-1 and Form CT-2 CSPC
Form CT-1 X
Form CT-2 Amended
Accounts Management Large Corp. Cincinnati
Stop 537G
Form 11C CSPC - send daily "Express" mail with Form 3210 listing EIN's.
Form 56 IMF/BMF/EO Entity
(If SSN only, IMF Entity; if EIN only or a combination SSN and EIN, route to BMF/EO Entity. If no TIN, see Part III, Line 3 for form type to determine which Entity should work it.)

Note:

If Form 8822 is attached, Do Not Detach, route with Form 56.

IMF Entity
AUSPC - Stop 6182
FSPC - Stop 34303
KCSPC - Stop 6055
BMF Entity
CSPC - Stop 343
OSPC - Stop 6273
Form 56-F CSPC/OSPC Entity CSPC - Stop 343
OSPC - M/S 6273
Form 150.1
Form 150.2
Refund Inquiry

Note:

Route to the appropriate site based on the "Discretionary Code"

B Andover-Stop 666
A Atlanta-Stop 112
E Austin-Stop 6556 AUSC
F Brookhaven-Stop 547
D Cincinnati-Stop 536G
J Fresno-Stop B2007
C Kansas City-Stop 6800 N-2
I Memphis-Stop 8422
H Ogden-M/S 6733
G Philadelphia-BLN 3-L08-151
Form 211 OSPC M/S 4110
Form 433-A
Form 433-B
Form 433-D

Exception:

If Form 656 is attached to any Form 433 series or any Form 433-A, route to COIC. See IRM 21.1.7.10.3

CSCO
Form 637 CSPC Stop 5701-G
Form 656 or Form 656 with
  • Form 433 series

  • Form 2159 or

  • Form 9465

COIC
See IRM 21.1.7.10.3
Brookhaven - Stop 680
Memphis - Stop 880
Form 656-L Brookhaven (NY) Stop 661
Form 668 (no remit) or Form 668-W (ICS) (with remit or no remit) ACS Support - CSPC, FSPC, or KCSPC CSPC - Stop 813G
FSPC - Stop 76101
KCSPC - Stop 5050 P-4
Form 673 Return to taxpayer with Form 5260, Quick Note or a locally approved form, stating, "Form 673 should be filed with your Employer, not the I.R.S. Please forward to your employer."

Note:

Use return address on envelope, since no address is on the form.

Form 706, Form 706-NA (including Foreign) CSPC
Form 706"Amended" CSPC Estate and Gift Stop 824G
Form 706CE CSPC Estate and Gift Stop 824G
Form 706GS (D) CSPC
Form 709 CSPC
Form 709"Amended" CSPC Estate and Gift Stop 824G
Form 712 CSPC
Form 720 CSPC-send daily "Express" mail with Form 3210 listing EIN's.
Form 720X CSPC - Excise Stop 5701-G
Form 730 CSPC-send daily "Express" mail with 3210 listing EIN'S.
Form 843 Scan to CIS
Form 843 for "Branded Prescription Drug Fee"

Note:

Other indications on Form 843 are "Fee" box checked on Line 3, "Branded Prescription Drug" is entered on Line 7.

OSPC M/S 4921

Note:

Sort separately when routing to ICT/CIS.

Form 843 for "Health Insurance Provider Fee (IPF)" .

Note:

Other indications on Form 843 are "Fee" box checked on Line 3, "Health Insurance Provider Fee" is entered on Line 7.

OSPC M/S 4921
Form 843
Foreign Address or VISA Claims (BMF)
Scan to CIS
Form 843
Excess FICA claims for U.S. Possession Address
Scan to CIS
Form 843
"Student FICA" or "Foreign Student FICA" written across the top of the form.
Scan to CIS
Form 843 for Employer Shared Responsibility Payment (ESRP) Exam Internal Revenue Service
Group 2219
7300 Turfway Road, Suite 410
Florence, KY 41042
Form 870P Exam
Form 900 ACS Support - CSPC, FSPC, or KCSPC
Form 907

Note:

Always date stamp. If Letter 105C is attached, put letter on top and also date stamp.

Examination

Exception:

If "Kind of Tax" on Form 907 is "Employment" , Form 941, "FICA" , etc., and any attachment or body of Letter 105C indicates "Quality Stores, Inc." or "CSX Corp" v. United States, date stamp Form 907, as well as Letter 105C, then route package to:
Internal Revenue Service
1550 American Blvd.
Suite 500, Stop 4556 lcm
Bloomington, MN 55425
≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡

Form 911 Taxpayer Advocate (TAS)
Form 921, Form 921-I, or Form 921-P, "Request to Use the Alternative Cost Method as Provided by Rev. Proc. 92-29" , "Annual Statement on the Alternative Cost Method as Provided by Rev. Proc. 92-29" . See Exhibit 21.1.7-19
Form 926 Philadelphia - Exam CF and S BLN 4-E08.141
Form 940 CSPC or OSPC
Form 940 Amended Scan to CIS
Form 940B - All
Form 940C - Only No Remit or No Correspondence
FUTA Unit CSPC- Stop 815G
Form 940 PR OSPC
Form 940 PR Amended Scan to CIS
Schedule R (Form 940)
"Loose"
Scan to CIS
Form 941 CSPC or OSPC
Form 941 Amended Scan to CIS
Form 941C (Loose) IScan to CIS
Form 941C with return(s) attached CSPC or OSPC
Form 941C with Form 941 PR /Form 941SS box checked Scan to CIS
Form 941 with Schedules R (Form 941) CSPC or OSPC
Schedule D (Form 941) "loose" Philadelphia BLN 4-G08.151
Schedule R (Form 941) "loose" Scan to CIS
Form 941M
CSPC or OSPC - route to Code and Edit
Form 941M with Form 941 If received with Form 941, staple Form 941M behind Form 941 and route package to CSPC or OSPC for processing.
Form 941 PR/Form 941SS OSPC
Form 941-PR X Scan to CIS
Form 941X"loose" or with Schedules R (Form 941) attached Scan to CIS
Form 941X with return(s) attached CSPC or OSPC
Form 943 CSPC or OSPC
Form 943A Scan to CIS
Form 943-PR X Scan to CIS
Form 944 CSPC or OSPC
Form 944-X Scan to CIS
Form 944PR OSPC M/S 4091
Form 944-PR X Scan to CIS
Form 944(SP) CSPC or OSPC
Form 944(SP) X Scan to CIS
Form 944SS OSPC M/S 4091
Form 945 CSPC or OSPC
Form 945-X Scan to CIS
Form 952 OSPC
Form 966
Only if received with a CP 259 or CP 518)
Refer to Line 7e on Form 966 for BMF site where return was filed and follow guidelines below:
CSPC - Brookhaven CSCO - Stop Number 661
OSPC - Memphis CSCO - Stop Number 811.
Form 966 (including ones with "Filed Pursuant to Notice 97-4" written across the top and"Section 1361(b)(3)(B)" is entered on Line 10.) BMF Entity CSPC - Stop 343
OSPC - M/S 6273
Form 966 Loose BMF Entity CSPC - Stop 343
OSPC - M/S 6273
Form 976 CSPC or OSPC
Form 982 Scan to CIS
Form 990/Form 990EZ OSPC
Form 990BL CSPC NMF Unit Stop 312
Form 990-T/Form 990 PF OSPC
Form 1000 OSPC Exam M/S 4140
Form 1023 - Do not detach anything CSPC Stop 31
Form 1024 - Do not detach anything CSPC Stop 31
Form 1028 CSPC Stop 31
Form 1040 series SP
Form 1040 series with taxpayer initiated correspondence attached SP
Form 1040 series with Form 14039/IDT documentation attached SP
Form 1040 (Marked "ASFR" in the top left margin, or Cover Letter 2566, 2566R, or Letter 3219-N attached, or pink Form 3531 attached.

Note:

Do not route these returns to Statute.

ASFR – Austin, Brookhaven, or Fresno (route to return address on cover Letter or to campus shown in the IRM reference).

Note:

Do NOT detach Form 1040.

Refer to IRM 21.1.7.6.5, Automated Substitute for Return (ASFR), for routing instructions.
Form 1040/Form 1040A/Form 1040EZ/Form 1040NR Returns with Foreign or U.S. Possession Address AUSPC
Form 1040 with Form 2555/Form 2555-EZ AUSPC
Form 1040 with Form 8891 AUSPC
Form 1040 series marked "IVO" IVO (Integrity and Verification Operations) AUSPC - Stop 6579AUSC
FSPC - Stop M2004
KCSPC - Stop 6574 S-2
Form 1040 series marked "KIA" KCSPC - Expedite transshipping
ATTN: KITA Coordinator for AM
Form 1040C AUSPC Files, Stop 6722 AUSC (In "Controlling DLN" box of Form 9856, write "Alpha File)"
Form 1040ES Non-Remit Destroy
Form 1040ES with correspondence attached Scan to CIS
Form 1040ES with a Name Change indication IMF Entity AUSPC - Stop 6182
FSPC - Stop 34303
KCSPC - Stop 6055
Form 1040NR (Individual or SSN)

Note:

Refer to check box in upper right corner of the form.

AUSPC
Form 1040NR (Estate and Trust)

Note:

Refer to check box in upper right corner of the form.

CSPC Stop 312
Form 1040NR Amended for Estate and Trust Cincinnati Accounts Management Stop 6111G Team C103
Form 1040NR-EZ AUSPC
Form 1040NR-EZ Amended for Individuals Scan to CIS
Form 1040-PR AUSPC
Form 1040-PR Amended Scan to CIS
Form 1040-SS AUSPC
Form 1040-SS Amended Scan to CIS
Form 1040X See IRM 21.1.7.6.3, Routing of Form 1040X, Amended Returns.
Form 1040X Marked "Disaster" , "Hurricane" , "Storm" , Flood, FEMA, etc. See IRM 21.1.7.6.3, Routing of Form 1040X, Amended Returns.
Form 1040X with Foreign Address, or
Form 2555 , or
Carryback for Foreign Tax Credit, or
Dual Status
Scan to CIS

Note:

Expedite all "Carrybacks" or "Net Operating Loss" ("NOL and identify them as expedites when routing to Scan to CIS" ).

Form 1040X marked "KITA" or "KIA" Transship to KCSPC.
ATTN: AM KITA Coordinator
Form 1040X - Box on Line 1 or Part II (Page 2) is checked indicating Net Loss Carryback, or box is not attached, but Form 1045 Schedule A-NOL or Schedule B-NOL Carryover is attached Scan to CIS

Identify as Expedite when routing. Do not sort with other Form 1040X for routing to SP.
Form 1041 CSPC or OSPC
Form 1041 with Form 1040-NR Attached Scan to CIS
Form 1041A OSPC
Form 1041N OSPC
Form 1041QFT CSPC (Domestic)
OSPC (International)
Form 1041T Scan to CIS
Form 1042 OSPC M/S 6054
Form 1042 Amended Scan to CIS
Form 1042-S OSPC M/S 4091
Form 1042-T OSPC M/S 4091
Form 1045 Scan to CIS

Note:

If attached to a Form 1040 (or schedules) or Form 1041 or Election Statement indicating, "Filed pursuant to section 301.9100-2" , bring Form 1045 to front and keep package together. "Expedite all Forms 1045 to ICT/CIS and identify as an Expedite."

Form 1065 CSPC or OSPC
Form 1065B OSPC
Form 1065 (Publicly Traded Partnership) OSPC
Form 1065 X (including any attached returns or schedules - keep package together) Scan to CIS
Form 1066 OSPC
Form 1095-A

Note:

See Affordable Care Act (ACA) Information Return Document Routing, near the end of this table for additional information.

IMF ERS/Rejects AUSPC - Stop 6126 AUSC
FSPC - Stop 36209
KCSPC - Stop 6120 N-1
CSPC - Stop 362
OSPC - M/S 6121
Loose Form 1095-B or Form 1095-C Destroy locally as classified waste.
Form 1095-B or Form 1095-C received with correspondence from the taxpayer Scan to CIS
Form 1099 series (Copy B only) Scan to CIS
Form 1120 CSPC or OSPC
Form 1120-C,
Form 1120-F,
Form 1120-FSC,
Form 1120-PC,
Form 1120-POL
OSPC
Form 1120-H,
Form 1120-L,
Form 1120-ND,
Form 1120-REIT,
Form 1120-RIC,
Form 1120-S,
Form 1120-SF
CSPC or OSPC
Form 1120-X Scan to CIS
Form 1120-F Amended or
Form 1120-FSC Amended
Scan to CIS
Form 1122 Scan to CIS
Form 1127 (except "Form 709" shown in Part I)

Note:

Do not mail any attached return or remit with Form 1127. Detach for processing. Send payment to RS-PCC to be processed and transship return to SP.

Technical Services Advisory Group Office (based on location of the Taxpayer-including International)
Attn: Advisory Group Manager. See Pub 4235, Collection Advisory Group Addresses, for complete Mailing Address
Form 1127
("Form 709" shown in Part I)
Cincinnati Compliance Services, Estate and Gift Tax Campus Operations Stop 824G
Form 1128 IMF/BMF/EO Entity
If SSN, IMF Entity; if EIN, BMF or Exempt Organization (EO) Entity.

Note:

Do not detach return from Form 1128.

IMF Entity
AUSPC - Stop 6182
FSPC - Stop 34303
KCSPC - Stop 6055
BMF Entity
CSPC - Stop 343
OSPC - M/S 6273
Form 1133 (DEPARTMENT OF THE TREASURY FINANCIAL MANAGEMENT SERVICE(FMS)) Refund Inquiry
Form 1138 Scan to CIS
Form 1138 with Form 7004 CSPC or OSPC
Keep Form 7004 on top
Form 1139 Scan to CIS

Note:

If Page 1 and 2 of Form 1120, Form 8271, Schedule D, Form 3800, Form 8308, or statements are attached, bring Form 1139 to front and keep package together.

Form 1310 Scan to CIS
Form 2032 BMF Entity CSPC - Stop 343
OSPC - M/S 6273
Form 2063 AUSPC Files
Form 2159 CSCO
Form 2290 and Form 2290SP (including Canadian and Mexican truckers) CSPC
Form 2350 AUSPC
Form 2350 with Attachments AUSPC Code and Edit
Form 2439 Copy C and D Destroy
Form 2439 Copy A and/or B Scan to CIS
Form 2553 BMF Entity CSPC - Stop 343
OSPC - M/S 6273
Form 2555/Form 2555 - EZ Scan to CIS
Form 2674 OSPC - Trust Fund M/S 5300
Form 2678 BMF Entity CSPC - Stop 343
OSPC - M/S 6273
Form 2688 Sort with Form 4868 SP
Form 2848 Route based on where taxpayer lives:
  1. AL, AR, CT, DC, DE, FL, GA, IL, IN, KY, LA, ME, MD, MA, MI, MS, NH, NJ, NY, NC, OH, PA, RI, SC, TN, VT, VA, or WV

  2. AK, AZ, CA, CO, HI, ID, IA, KS, MN, MO, MT, NE, NV, NM, ND, OK, OR, SD, TX, UT, WA, WI, WY

  3. All APO and FPO addresses, American Samoa, nonpermanent residents of Guam or the U.S. Virgin Team Islands**, Puerto Rico (or if excluding income under Internal Revenue Code section 933), a foreign country: U.S. citizens and those filing Form 2555, 2555-EZ, or 4563.


  1. Memphis - Stop 8423

  2. Ogden - M/S 6737

  3. Philadelphia - BLN 3-E08.123

Form 3115 See IRM 21.1.7.6.6
Form 3177 CSCO
Form 3213CG Without Payment Scan to CIS
Form 3449 Examination Brookhaven - Stop 634 Team 302
CSPC - Stop 8201G

Note:

In addition, it can be specifically addressed to the Main Building or to multiple PSP Coordinators.

Form 3465 Scan to CIS
Form 3491 Philadelphia BLN 5-P04.124
Form 3520
(1998 and subsequent)
OSPC Batching
Form 3520
(1997 and Prior)
Route to OSPC with a Transmittal indicating "ALPHA" . M/S 6725
Form 3520 Amended Scan to CIS
Form 3520A
(2000 and subsequent)
OSPC - Sort Original and Amended together
Form 3520A
(1999 and Prior)
OSPC Route with a Transmittal indicating "ALPHA " M/S 6725
Form 3858 (DEPARTMENT OF THE TREASURY FINANCIAL MANAGEMENT SERVICE(FMS) Refund Inquiry
Form 3870 Refer to "Reason" on Line 11. Route to appropriate area in the Campus to input the adjustment. (e.g., Accounts Management, CSCO, etc.)
Form 3911

Note:

If Form 8822/Form 8822-B for Address Change is attached leave the package together. Route both to Refund Inquiry.

Refund Inquiry Function - Sort IMF/BMF using Line 7 info and transship to appropriate campus of where they should have filed their tax return.
Form 3913 Refund Inquiry
Form 3949 Route to your local function based on the checked box on Line 9-14 on the second page.
Form 3949-A

Note:

If an original return is attached, detach the return and route the return to Submission Processing.

FSPC Stop 31313
Form 4029 Philadelphia BLN 4-G08.151
Form 4089, Form 4089-B

Note:

Attach any other form or correspondence to the back.

Route according to the Symbols written in the box in the upper right corner.

Example:

When the symbols are CCSDM:BMF AUR 6663 or CCS:CCO:OGD:IRDM 6663, route to BMF AUR function in Ogden at Mail Stop 6663.

Form 4149 IMF Entity
AUSPC - Stop 6182
FSPC - Stop 34303
KCSPC - Stop 6055
Form 4159 Scan to CIS
Form 4180 OSPC - Trust Fund M/S 5300
Form 4219 OSPC - Trust Fund M/S 5300
Form 4361 Philadelphia BLN 4-G08.151
Form 4442 Use Line 4 and/or Line 5 to route to correct person/function
Form 4461 CSPC FOB, Room 5106
Form 4461-A CSPC FOB, Room 5106
Form 4461-B CSPC FOB, Room 5106
Form 4466 CSPC or OSPC Accounting – Expedite
Form 4506 /Form 4506-T/Form 4506T-EZ Submission Processing RAIVS Unit– "Expedite" Daily

Note:

Sort any requests (identified as "New Jersey/Hurricane Sandy") or written requests from any Disaster victims for tax returns/transcripts to the top and identify as "Expedite" when routing to RAIVS.


"Do not process check."
Form 4506/Form 4506-T/Form 4506T-EZ with Form 14039 Submission Processing RAIVS Unit
"Do not process check."
Form 4506 with Subpoena (and possibly a remit), Do not process check. Send overnight traceable mail Internal Revenue Service
Disclosure Scanning Operation
Stop 93A
4800 Buford HWY
Chamblee, GA 39901-0093
Form 4506-A OSPC - EO RAIVS M/S 6734
Form 4506-F Scan to CIS
Form 4563 AUSPC
Form 4598 Scan to CIS
Form 4666-A Scan to CIS
Form 4669 Scan to CIS
Form 4670 Scan to CIS
Form 4720 OSPC

Note:

If Form 990-T attached, do not detach.

Form 4759 Route to Mail Stop/Function shown in "IRS Return Address" section.

Note:

If unavailable, destroy as Classified Waste.

Form 4768 CSPC, Estate and Gift Stop 824G
Form 4810, Box checked is:
  1. "Gift" or" Excise"

  2. "Employment"



  1. CSC Exam

  2. OSC Exam



  1. Stop 82G CSPC

  2. Stop 4140 OSPC

Form 4810, Box checked is Income and form number is:
  1. 1041

  2. 1120



  1. CSC Exam

  2. OSC Exam



  1. Stop 82G CSPC

  2. Stop 4140 OSPC

Form 4810, Box checked is Income and form number is 1040 received in:
  1. Atlanta or Memphis

  2. Andover, Brookhaven or Philadelphia




  1. ATSC Exam

  2. ANSC Exam




  1. Stop 819 ANSC

  2. Stop 106 ANSC

Form 4810, box checked is Income and form number is other than the ones listed above

OSC Exam


Stop 4140 OSPC
Form 4840 (individual) Philadelphia
SSN- Philadelphia BLN 3-J23.134 Team 408
Form 4840 (Business) Cincinnati Stop 6111G Team C103
Form 4868 Submission Processing
Form 4868 (Foreign Address or U.S. Possession), or
Box 8 is checked, or
Listing of Foreign Taxpayers, and
only if requesting an Extension of more than the normal 6 months
AUSPC
Form 4868 with indication of Trust or Estate CSPC Batching, Stop 312
Form 4868 with EIN and none of the characteristics shown above SP IMF Batching function

Note:

Attach Form 3210.

Austin
Fresno
Kansas City
Form 4876-A CSPC
Form 4977 Scan to CIS
Form 5074 AUSPC
Form 5213 Route per state address:

  1. CT, MA, ME, NH, NY, RI, VT

  2. KY, MI, NJ, OH, PA, WV

  3. DC, DE, FL, MD, NC, SC, VA

  4. IA, IL, IN, KS, MN, MO, ND, NE, SD, WI

  5. AR, AL, GA, LA, MS, OK, TN, TX

  6. AK, AZ, CO, HI, ID, MT, NM, NV, OR, UT, WA, WY

  7. CA

  8. International or U.S. Possession

IRS -PSP Program Manager
Attn: Return Coordinator
  1. Stop 41175
    25 New Sudbury Street
    Boston, MA 02203-0208

  2. Room 5236 E:PSP
    600 Arch Street
    Philadelphia, PA 19106

  3. Stop 4010
    400 West Bay St.
    Jacksonville, FL 32202

  4. Stop 4040 STP 11th Floor
    30 E 7th St.
    St. Paul, MN 55101

  5. 4030 DAL
    1100 Commerce Street
    Dallas, TX 75242

  6. MS 4030 DEN
    1999 Broadway
    Denver, CO 80202-3025

  7. MS 1000
    300 N. Los Angeles Street
    Los Angeles, CA 90012

  8. SE:LM:IN:C:FR:PSP MA3-339A
    1111 Constitution Ave. NW
    Washington, DC 20224

Form 5227 OSPC
Form 5300 CSPC Stop 31
Form 5307 CSPC Stop 31
Form 5309 (leave attached to Form 5300 ) CSPC Stop 31
Form 5310/ Form 5310-A CSPC Stop 31
Form 5329 Scan to CIS
Form 5330 OSPC
Form 5405 Loose Scan to CIS
Form 5452 Scan to CIS
Form 5466-B BMF - OSPC
IMF - KCSPC
Form 5471 CSPC Stop 97
Form 5472 CSPC Stop 97
Form 5495 Loose CSPC Estate and Gift Stop 824G
Form 5495 with
  1. Form 706 or Form 709

  2. Form 1040

  3. Form 1041

  1. CSPC Estate and Gift

  2. Exam Classification (IMF site)

  3. CSPC or OSPC Exam

  1. Stop 824G CSPC
    M/S 4140 OSPC

  2. Stop 4107 AUSC
    Stop N5103 (Fresno)
    Stop P-3 4100 (KCSC)

  3. Stop 824G - CSPC
    M/S 4140 - OSPC

Form 5500-EZ OSPC
Form 5500/Form 5500-SF (All Plan Years ) OSPC, Employee Plan (EP) Entity M/S 6273
Form 5511 Scan to CIS
Form 5558
- with or without Attachment
OSPC Code and Edit
Form 5564 A/Form 5564 (SP) Exam
Form 5578 OSPC
Form 5604 ("loose" ) Ogden - 6020(b) Team M/S 5508
Form 5713 OSPC M/S 6112
Form 5735 OSPC
Form 5768 OSPC
Form 5792 CSCO
Form 5884-C (including all amended returns and correspondence to the back) OSPC Internal Revenue Service
1973 Rulon White Blvd.
Ogden, UT 84201 MS 6750
≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡
Form 5884-C (with original Form 941, Form 943, or Form 944 CSPC or OSPC
Batching
Form 6069 CSPC - Batching Stop 312
Form 6118 Scan to CIS
Form 6088 CSPC
Form 6166 Philadelphia 3-G23.100
Form 6252 Scan to CIS
Form 6335 (Individual) Philadelphia Accounts Management BLN 3-J23.134 Team 408
Form 6335 (Business) Cincinnati Accounts Management Stop 6111G Team C103
Form 6401 IMF Code and Edit
Form 6458 AUSPC
Form 6497 LBI Central Compliance Practice Area 1919 Smith St
M/S 1000-HOU
Houston, TX 77002
Form 6513 BMF Submission Processing Code and Edit
Form 6559/Form 6559A CAWR Unit Memphis - Stop 814
Philadelphia - BLN 4-G08.151
Form 6781 Scan to CIS
Form 7004 CSPC or OSPC
Form 7004 with Form 1138
(Keep together and batch as Form 7004.)
CSPC or OSPC
Form 7004
(Part II b Code is 15, or Foreign/U.S. Possession Address)
OSPC
Form 8023 Ogden M/S 4916
Form 8027 CSPC
Form 8038 OSPC
Form 8038-B OSPC
Form 8038-CP OSPC
Form 8038-CP (Amended box checked) OSPC Expedite to M/S 6710
Form 8038G OSPC
Form 8038GC OSPC
Form 8038-R or Form 8038-R with Form 8038-T attached Ogden M/S 6552
Form 8038-T OSPC
Form 8038-TC OSPC
Form 8038 series (Form 8038, Form 8038-G, Form 8038-GC, Form 8038-B, Form 8038-TC) with Amended box checked OSPC M/S 6710
Form 8082 (keep amended Form 1065-B attached) Scan to CIS
Form 8109/Form 8109A AUSPC, KCSPC, CSPC, or OSPC
Form 8157 Submission Processing RAIVS
(If with remit do not process payment, send to SP.)
Form 8264 OSPC - Office of Tax Shelter Analysis (OTSA) M/S 4914
Form 8271 Scan to CIS
Form 8274 Exempt Organization (EO) Entity OSPC - M/S 6273
Form 8275 Scan to CIS
Form 8281 OSPC

Note:

Keep both copies of Form 8281 with the package.

Files
Form 8282 OSPC M/S 4140
Form 8283 Scan to CIS
Form 8288 and Form 8288-A (Photocopies attached to Form W-7) AUSPC
OSPC (if all forms are originals)
ITIN Unit - AUSPC Stop 6090
FIRPTA Unit -OSPC
Form 8288, or Form 8288 with Form 8288-A attached (Copies A and B attached) OSPC M/S 4091
Form 8288 Amended OSPC - Code and Edit
Correspondence regarding Form 8288 or FIRPTA Scan to CIS
Form 8288-A (loose) Scan to CIS
Form 8288 B Ogden Accounts Management OSPC - M/S 6731
Form 8302 Accounting
Form 8308 Scan to CIS
Form 8316 Scan to CIS
Form 8328 OSPC
Form 8329 BMF Entity OSPC - M/S 6273
Form 8330 BMF Entity OSPC - M/S 6273
Form 8379 (Loose) Scan to CIS
Form 8404 CSPC
Form 8408 KCSPC Stop 5000
Form 8453 AUSPC
Form 8453-B
Form 8453-C
Form 8453-EO
Form 8453-EMP
Form 8453-I
Form 8453-PE
Form 8453-S
OSPC e-Help M/S 1056
Form 8453-EX CSPC e-Help 2701
Form 8453-F OSPC M/S 6054
Form 8453X Exempt Organization (EO) Entity OSPC - M/S 6273
Form 8519 ACS Support - CSPC, FSPC, KCSPC, or Philadelphia CSPC - Stop 813-G
FSPC - Stop 76100
KCSPC - Stop 4-P 5050
Philadelphia - Stop 4-Q26.132
Form 8554 Do not process the payment and route the form and payment. Internal Revenue Service
PO Box 301510
Los Angeles, CA 90030-1510
If routing overnight mail send it to:
Internal Revenue Service
Attn: Box 301510
19220 Normandie Ave. Ste. B
Torrance, CA. 90502
Form 8546, Lost or Misplaced Taxpayer Checks
(Reason shown on Line 11)
Accounting - Dishonored Check File (DCF)
AUSPC - Stop 6274
CSPC - Stop 21
FSPC - Stop 37104
KCSPC - Stop P6-6250
OSPC - Stop 6250
Form 8546, Claims for bank charges due to an erroneous levy and DDIAs
(Reason shown on Line 11)
ACS Support CSPC - Stop 813-G
KCSPC - Stop 4-P 5050
Philadelphia - BLN 4-Q26.132
Form 8594 Scan to CIS
Form 8596/Form 8596A KCSPC IRP Unit Stop 6052
Form 8599 Refund Inquiry
Form 8606 1040X Unit - see IRM 21.1.7.6.3, Routing of Form 1040X, Amended Returns.
Form 8609 and Form 8610 (Keep together) If "loose" and Part I and II are signed - route to Philadelphia.

Note:

If attached to a tax return - leave attached and route to SP for processing of the return.

IRS
2970 Market St
Mail Stop 4-E08.141
Philadelphia, PA 19104
Form 8612 CSPC
Form 8613 CSPC
Form 8621 Scan to CIS
Form 8621-A OSPC Deposit M/S 6059
Form 8633 AUSPC Stop 6380
Form 8655 OSPC M/S 6748
Form 8689"loose" Scan to CIS
Form 8693 Philadelphia BLN 4-E08.141
Form 8697
(Individual)
Philadelphia Accounts Management BLN 3-J23.134
Form 8697
(Business)
Cincinnati Accounts Management Stop 6111G, Team C103
Form 8703 OSPC M/S 6710
Form 8703 with Amended box checked OSPC M/S 6710
Form 8716 BMF Entity CSPC- Stop 343
OSPC - M/S 6273
Form 8717 CSPC
Form 8718 CSPC
Form 8725 CSPC
Form 8752 CSPC or OSPC
Form 8796 Disclosure
Form 8802
  1. Transship Form, attachments, and payments to Citibank.

  2. If no payment, route package to Philadelphia.

  1. Citibank
    Attn: IRS Lockbox Operations
    500 White Clay Center Drive Bldg. 500
    Newark, DE 19711

  2. BLN 3-G23.100.

Form 8804 (Original or Amended) OSPC -Sort and Batch Original and Amended together for Code and Edit. M/S 6054
Form 8804-C (or Certificate of Reduction Under IRC 1.1446-6) or Form 8813 with Section 1446 Payment voucher (no remit) attached to Form 8804-C Philadelphia BLN 4-E08.142
Form 8805 (Original or Amended), or
Form 8805 - Copy A and D
(no Form 8804 attached
OSPC - Code and Edit M/S 6054
Form 8805 - Copy B and C
(no Form 8804 attached)
Scan to CIS
Form 8811 OSPC Files Stop 6722
Form 8813 with Remit OSPC M/S 6059
Form 8813 (with No Remit or no correspondence or no Form 8804-C attached) Destroy as Classified Waste
Form 8819 OSPC
Form 8821 Route per state, see state routing per Form 2848 in this table. MIRSC - Stop 8423
OSPC - M/S 6737
PIRSC - BLN 3-E08.123
Form 8821-A Criminal Investigation
Route per state address:
  1. AK, AR, AZ, CA, CO, FL, HI, IA, ID, KS, LA, MN, MO, MT, ND, NE, NM, NV, OK, OR, SD, TX, UT, WA, WY

  2. AL, CT, DE, GA, IL, IN, KY, MA, MD, ME, MI, MS, NC, NH, NJ, NY, OH, PA, RI, SC, TN, VA, VT, WI, WV,

AUSPC and CSPC at the addresses listed below:
  1. Internal Revenue Center Criminal Investigation
    3651 South I-H 35 Stop 9002
    AUSC Austin, TX 78741

  2. Internal Revenue Center Criminal Investigation
    201 West Rivercenter Blvd. Stop 83-G Covington, KY 41011

Form 8822 IMF or BMF Entity

Note:

If Box 2 is checked in Part 1 for Gift, Estate, or Generation Skipping Transfer Tax, route to CSPC.

IMF Entity
AUSPC - Stop 6182
FSPC - Stop 34303
KCSPC - Stop 6055
BMF Entity
CSPC - Stop 343
Form 8822-B BMF Entity
EP/EO entities. route to OSPC.

CSPC - Stop 343
OSPC - M/S 6273
Form 8822, or Form 8822-Bwith a Foreign or US Possession Address Change BMF Entity OSPC - M/S 6273
Form 8822, or Form 8822-B with Form 14039 Scan to CIS

(unless addressed to a specific function)
Form 8823 Philadelphia – Exam Classification BLN 4-E08.141
Form 8832 BMF Entity CSPC - Stop 343
OSPC - M/S 6273
Form 8833"loose" Scan to CIS
Form 8840 AUSPC Rejects
Form 8842 CSPC
Form 8843 AUSPC Rejects
Form 8849 CSPC-send daily "Express" mail with Form 3210 listing EIN's. Stop 5701G
Form 8854 Philadelphia - Exam Operation BLN 4-E08.141
Form 8855 BMF Entity CSPC - Stop 343
OSPC - M/S 6273
Form 8857 CSPC Stop 840F
Form 8858 Scan to CIS
Form 8862 1040X Unit
See IRM 21.1.7.6.3, Routing of Form 1040X, Amended Returns for additional information.
Form 8865 Scan to CIS
Form 8866 (Individual) Philadelphia Accounts Management BLN 3-J23.134
Form 8866 (All Others) Cincinnati Accounts Management Stop 6111G, Team C103
Form 8867 IMF Rejects
Form 8868 OSPC
Form 8869 BMF Entity CSPC - Stop 343
OSPC - M/S 6273
Form 8870 OSPC M/S 1112
Form 8871 Exempt Organization (EO) Entity OSPC - M/S 6273
Form 8872 Exempt Organization (EO) Entity OSPC - M/S 6273
Form 8876 CSPC Stop 21 ACO
Form 8878 AUSPC - EFU Help Desk Stop 6380
Form 8879 Destroy as Classified Waste
Form 8879-B,
Form 8879-C,
Form 8879-F,
Form 8879-I, Form 8879-EO,
Form 8879-PE
Form 8879-S
OSPC - EFU Help Desk M/S 1056
Form 8879 EX CSPC - EFU Help Desk Stop 2701
Form 8885 Scan to CIS
Form 8886 OSPC M/S 4915
Form 8886-T BMF Entity OSPC - M/S 6273
Form 8891 Scan to CIS
Form 8892 CSPC
Form 8893 Ogden TEFRA M/S 4510
Form 8894 Ogden TEFRA M/S 4510
Form 8898 Philadelphia BLN 4-E08.141
Form 8899 OSPC M/S 1112
Form 8903 Scan to CIS
Form 8913 Scan to CIS
Form 8918 OSPC Office of Tax Shelter Analysis (OTSA) OSPC - M/S 4916
Form 8921 Exempt Organization (EO) Entity OSPC - M/S 6273
Form 8922 CAWR
MSC, MS 814D6
PSC, BLN 4–G08.151
Form 8924 CSPC
Form 8925 Scan to CIS
Form 8928 CSPC
Form 8937 OSPC Files, M/S 6722

Note:

Write "Store in Alpha Files" in the "Remarks" section of Form 3210.

Form 8938
(With or W/O Correspondence)
Scan to CIS

Note:

attached to Form 1040X, route to 1040X unit in SP

See IRM 21.1.7.6.3, Routing of Form 1040X, Amended Returns for additional information.
Form 8939 CSPC Estate and Gift (EG) Stop 824G
Form 8939 with Amended Return (keep together) Scan to CIS
Form 8940 - Do not detach anything. CSPC Stop 31
Form 8942 CSPC Stop 5701 G
Form 8944 Andover e-Help

Note:

If PTIN is not provided in line number 3, scan to CIS.

Stop 983
Form 8945 /Form 8946 Transship Daily to Texas See Mailing Address for Form W-12
Form 8947 OSPC Office of Tax Shelter M/S 4916
Form 8948 OSPC-Files M/S 6722

Note:

Indicate "Alpha" on the Buck/routing Slip. No Attachment form is needed

Form 8950, Form 8951 CSPC

Note:

Keep remit attached to form(s) and mail to EP Voluntary Correction Program.

Stop 31
Form 8952 (with or without payment) Centralized Employment Tax Operation (CETO) Detroit Federal Building
985 Michigan Ave
4th Floor CETO
Detroit, Michigan 48226
Form 8955-SSA OSPC M/S 6054
Form 8957 AUSPC Stop 6099 AUSC FATCA
Form 8962 (Loose) Scan to CIS
Form 8963 OSPC - Office of Tax Shelter Analysis M/S 4916
Form 8965 IMF ERS Rejects AUSPC - Stop 6126 AUSC

FSPC - Stop 36209

KCSPC - Stop 6120 N-1

OSPC - M/S 6121
Form 8966

(Including Extension and Waiver requests)
AUSPC Stop 6052 AUSC

FATCA

Note:

Route all correspondence for Extensions and Waivers to Stop 6182 AUSC

Form 9143 with return AUSPC Batching Stop 6054
Form 9155 Submission Processing Accounting Branch
Form 9208

Form 9209

Form 9210
LBI AUSPC - Stop 4300 AUSC

Philadelphia - BLN 2.H08.200i
Form 9423 CSCO CSPC - Stop 813G
Form 9465 CSCO
Form 9465 with a Form 656 COIC See IRM 3.10.72.16.3, Form 656 Offer In Compromise
Form 9549

Note:

Leave Letter 718 (SC) attached.

Exam
Form 9774 Business Accounts Management CAMC Stop 6111G Team C103
Form 9774 Individual Accounts Management Philadelphia BLN 3-J23.134 Team 408
Form 12153 ACS Support - CDP Unit

Note:

Always date stamp upon receipt, even if originally date stamped by another IRS office.

CSPC - Stop 814-G
FSPC - Stop 76100
KCSPC - Stop P-4 5050
Philadelphia - BLN 4-Q26.132
Form 12256 ACS Support - CDP Unit CSPC - Stop 814-G
FSPC - Stop 76100
KCSPC - Stop 4-P 5050
Philadelphia - BLN 4-Q26.132
Form 12277 Collection Advisory Group See Pub 4235 for addresses.
Form 12483 Scan to CIS
Form 12507 CSPC Stop 840F
Form 12508 CSPC Stop 840F
Form 12509 CSPC Stop 840F
Form 12518 (should be attached to Letter 2566 (SC/CG)) If a tax return is attached, route the package to Fresno, Austin, or Brookhaven (Attn: ASFR). If no return attached, destroy.
Form 13551 AUSPC Stop 6380
Form 13683

Note:

If attached to Letter 950-C or Letter 950-D, attach form to back.

Exam
Form 13711 Collection or Appeals
Form 13798 - withLetter 2700 attached
Form 13798 - withoutLetter 2700 attached
Designated Agent identified on letter. If Letter is attached, move the form to the top. If no letter:
OSPC - TEFRA - Stop 4510
Brookhaven TEFRA - Stop 630
Form 13798L - withLetter 2700L attached
Form 13798L - withoutLetter 2700L attached
Designated Agent identified on letter
If Letter is attached, move the Form to the top.
If no letter:
OSPC - TEFRA - M/S 4510
Brookhaven TEFRA - Stop 630
Form 13818 Refund Inquiry
Form 13844 KCSPC - ACS Support Stop 5050
Form 14039 (loose)
any Correspondence (White Mail) regarding "ID Theft" or "stolen identity"
"Expedite" to ICT

Exception:

If the form or correspondence is specifically addressed to another function or Mail Stop, route to that function.

Form 14039 (attached to a CP or letter) Leave Form 14039 attached to the back. "Expedite" the package to the function who originated the correspondence.
Form 14039 Received with Original Return Attach Form 14039 to the back of the return and route to Submission Processing
Form 14157 If received loose

Note:

If attached to a return, leave attached and route to SP for processing.

IRS
Attn: Return Preparer Office
401 W Peachtree Street NW
Mail Stop 421-D
Atlanta, GA 30308
Form 14157-A (attached to CP notice or IRS letter) Route the entire package to the function that originated the notice or letter.
Form 14157-A(loose or with correspondence along with any other forms) Do not detach Form 14157-A from any forms, including Form 14157 and the From 1040 series. Route the entire package to be scanned to CIS.
Form 14402 OSPC - Friv Filer M/S 4450
Form 14413 AUSPC ITIN Batching
Form 14415 AUSPC ITIN Batching
Form 14420
Form 14431
Exam BSC - Stop 613
CSPC - Stop 8201G
MSC - Stop 8223
Form 14692 AUSPC ITIN Suspense
Stop 6085 AUSC
Affordable Care Act (ACA) Information Return Documents

Form 1094-B transmitting Form 1095-B

Form 1094-C transmitting Form 1095-C

Note:

Do not separate



Loose Form 1094-C
AUSPC or KCSPC Forward to AUSPC - Stop 6153:

Alabama, Arizona, Arkansas, Connecticut, Delaware, Florida, Georgia, Kentucky, Louisiana, Maine, Massachusetts, Mississippi, New Hampshire, New Jersey, New Mexico, New York, North Carolina, Ohio, Pennsylvania, Rhode Island, Texas, Vermont, Virginia, West Virginia, Foreign addresses


Forward to KCSPC - Stop 6052:

Alaska, California, Colorado, District of Columbia, Hawaii, Idaho, Illinois, Indiana, Iowa, Kansas, Maryland, Michigan, Minnesota, Missouri, Montana, Nebraska, Nevada, North Dakota, Oklahoma, Oregon, South Carolina, South Dakota, Tennessee, Utah, Washington, Wisconsin, Wyoming
Information Returns Program (IRP) Documents –
Form 1096
Form 1097-BTC
Form 1098 Series
Form 1099-A
Form 1099-B
Form 1099-C
Form 1099-CAP
Form 1099-DIV
Form 1099-G
Form 1099-H
Form 1099-K
Form 1099-INT
Form 1099-LTC
Form 1099-MISC
Form 1099-OID
Form 1099-PATR
Form 1099-Q
Form 1099-R
Form 1099-S
Form 1099-SA
Form W-2G
Form 3921
Form 3922
Form 5498
Form 5498-ESA
Form 5498-SA
AUSPC or KCSPC

Exception:

If "loose" Form 1097, Form 1098, Form 1099, Form 3921, Form 3922 and Form 5498 series (or "singles" ) are received that appear to come from the recipient, forward to Accounts Management. If appears it came from the payor, then route to one of the SP IRP units to be processed.

Forward to AUSPC - Stop 6153:
Alabama, Arizona, Arkansas, Connecticut, Delaware, Florida, Georgia, Kentucky, Louisiana, Maine, Massachusetts, Mississippi, New Hampshire, New Jersey, New Mexico, New York, North Carolina, Ohio, Pennsylvania, Rhode Island, Texas, Vermont, Virginia, West Virginia
Forward to KCSPC - Stop 6052:
Alaska, California, Colorado, District of Columbia, Hawaii, Idaho, Illinois, Indiana, Iowa, Kansas, Maryland, Michigan, Minnesota, Missouri, Montana, Nebraska, Nevada, North Dakota, Oklahoma, Oregon, South Carolina, South Dakota, Tennessee, Utah, Washington, Wisconsin, Wyoming
Form 1098-MA AUSPC Stop 6728
"Protective Claim for Refund" indicated on any return Scan to CIS
Form SF-1152, Form SF-2823, Form SF-3102 IRS OPF Consolidation Site
440 Space Center Drive
Lee’s Summit, MO 64064
Form SF 2808 US Office of Personnel Management
Retirement Operations Center
PO Box 45 Boyers, PA 16017-0045
Form SF-2809
SF-Form 2817
OSPC M/S 1508
Form SS-4 BMF Accounts Management Cincinnati Accounts Management EIN Operation - Stop 5300G
Form SS-8 Brookhaven Stop 631
Form SS-16 Exempt Organization (EO) Entity OSPC - M/S 6273
Form TSP-1 Philadelphia M/S 5721
Form TSP-3 TSP Service Office
PO Box 385021
Birmingham, AL 35238
Form W-2 Copy A If using the USPS:
SSA
Wilkes-Barre Data Operation Center
Wilkes-Barre, PA 18769

If using UPS:
SSA
Wilkes-Barre Data Operation Center
ATTN: W-2 Process
1150 E. Mountain Rd.
Wilkes-Barre, PA 18702-7997
Form W-2 Copy B Detached from return and cannot be associated back with return. Scan to CIS
Form W-2 Copy B received from taxpayers-Attach envelope. Scan to CIS
Form W-2 Copy C Scan to CIS
Form W-2/Form W-2C/Form W-2P-Form SSA 7000 Scan to CIS
Form W-3 Social Security Administration
Wilkes-Barre Data Operation Center
Wilkes-Barre, PA 18769
Form W-2C /Form W-3C from SSA Return to SSA W/note: "Do not send to the IRS."
Form W-2C/Form W-3C from the taxpayer Payers submitting for filing SSA Data Operations Center
ATTN: W-2C process
1150 E. Mountain Drive
Wilkes-Barre, PA 18702-7997
Form W-2/Form W-2G/Form W-8 See IRM 3.10.8
Form W-4 See IRM 21.1.7.6.7 for additional information.
Form W-4P Destroy as Classified Waste, if no correspondence attached.
Form W-4V Destroy as Classified Waste, if no correspondence attached.
Employers Form W-4 Listing (No W-4s attached) Destroy as classified waste.
Form W-7/Form W-7 (SP) Transship Daily (Overnight Mail) Form, Return, and all supporting documentation to:

Note:

Place original documents in an envelope to protect them and attach the envelope securely to the back of the application with a binder clip or staple the envelope only if you can ensure the documents are not damaged.

IRS
3651 S. I H 35
Stop 6090 AUSC
Austin, TX 78741
Form W-7/ Form 8288/Form 8288-A Route package to AUSPC ITIN, Stop 6090.

Note:

Place original documents in an envelope to protect them and attach the envelope securely to the back of the application with a binder clip or staple the envelope only if you can ensure the documents are not damaged.

Form W-7A Transship Daily (Overnight Mail) Form and all supporting documentation to: IRS
3651 S. I H 35
Austin, TX 78741
Form W-8 w/Correspondence Scan to CIS
Form W-9 Destroy as Classified Waste, if no correspondence attached.
Form W-10 Destroy as Classified Waste, if no correspondence attached.
Form W-12 Transship Daily (Overnight Mail) Form and all supporting documentation (including checks) to: IRS Tax Pro PTIN Processing Center
1605 George Dieter PMB 678
El Paso, TX 79936

If forms, notices, or correspondence are worked by Accounts Management, route to be scanned to CIS. Correspondence Imaging System (CIS) will route the work electronically to the correct Accounts Management site with the exception of Form SS-4. They must be mailed to Cincinnati Accounts Management EIN Operation Stop 532G.

Miscellaneous Documents/Forms/Correspondence - Routing Guide

Campus Support will also receive numerous pieces of correspondence that require some research to determine the proper routing. Some Election Statements, "White Mail" , applications, etc., may not have a specific Form or Document Number identified on them, but will need to look for "key words" to help you route to the correct function. A list of some of these items are listed below. Refer to your Lead, or follow local procedure when unsure of disposition.

MISCELLANEOUS DOCUMENT/FORM/CORRESPONDENCE ROUTE TO: ADDRESS OR MAIL STOP Number
"ASFR" (the literal edited in the top margin of the return; acronym for Automated Substitute for Return) tax return
Do not transship to SP.
CSCO Austin - 5501 AUSC
BSC - Stop 661
Fresno - Stop 81208
Applications for IRS collections of Child Support payments ( Certified by the Area Director of the Office of Child Support Enforcement) CSPC NMF Accounting
BMF returns with Foreign or US Possession Address OSPC M/S 6054
BMF Foreign Adjustment request - Foreign tax return/income from a foreign source OSPC M/S 6552
Electronic Media e.g., CDs/DVDs,Flashdrives/Thumbdrives Return to Taxpayer

For exceptions see IRM 3.10.72-5, Miscellaneous Documents/Forms/Correspondence - Routing Guide
Use Return Address from envelope
Correspondence - Miscellaneous or "White Mail " (term used for taxpayer initiated correspondence) Scan to CIS
Correspondence with key words - "Congressional" or "I'm writing my Congress person" or "I've already written my Congress person" Scan to CIS

Note:

If it's a letter from a member of the Senate or House of Representatives on their letterhead, give to your manager to expedite routing to proper person. If the "key word" is on a letter from a taxpayer, Accounts Management will determine if it meets Taxpayer Advocate (TAS) criteria. Do not automatically route to TAS.

Correspondence with key words - "Disaster" , "Hurricane" , "Storm" , "FEMA " , etc. Expedite Routing to the Appropriate Function
Correspondence Request for Form 4868 (IMF) extension with attached list(s) of Foreign Taxpayers IMF Entity AUSPC - Stop 6182
Correspondence request for extension of "foreclosure property" grace period pursuant to IRC § 856(e) by a real estate investment trust (REIT) (Form 1120-REIT) Scan to CIS
Correspondence request for extension of "foreclosure property" grace period pursuant to IRC § 856(e) by a real estate mortgage investment conduit (REMIC) (Form 1066) Scan to CIS
Correspondence citing Regulations 1.1502-76(c) which explains why they should not be assessed Late filing and/or late paying penalties Scan to CIS
Correspondence mention the Effect of Dissolution of Common Parent under Regulations 1.1502-76 Large Business and Industry OSPC, M/S 4912
Correspondence from Taxpayer inquiring about their Refund check or amount received Scan to CIS
Correspondence from a taxpayer regarding their Identify Theft ("White Mail" , meaning no IRS notice-if written on a notice, route the notice to the proper function) Scan to CIS
Requests for Taxpayer Information under the Privacy Act/FOIA (Freedom of Information) /Ex Parte or Subpoena Requests Disclosure

Note:

If there are questions about the mail piece and if it should be routed to Disclosure, call the Disclosure Help Desk,

Internal Revenue Service
CPU
4800 Buford Highway
Stop 93-A
Chamblee, GA 39901
Subpoena with Form 4506and a check Do not deposit check. Send overnight traceable mail. Internal Revenue Service
Disclosure Scanning Operation

4800 Buford Highway
Stop 93-A
Chamblee, GA 39901-0001
Employee Wage Levy/Levies/Garnishments Wage levy or garnishments correspondence, or Correspondence from a company stating they have funds available to us and if not recovered, will go to the State (may be addressed to one of the ACS P.O. boxes). Route to your local ACS Support function
Employee Plan (EP) (generally Form 5500) or Exempt Organization (EO) (generally Form 990 series) Letter Rulings, Opinion Letters, Administrative Scrutiny Determination Letters (re: Form 5500) I.R.S.
P.O. Box 27063
McPherson Station
Washington, DC 20038
Foreign IRP Documents (e.g., Form 1099) AUSPC or KCSPC AUSPC - Stop 6153
KCSPC - Stop 6052
Form CT-1 and Form 94X series returns marked "Amended" , "Corrected" , or "Revised" Scan to CIS
Form 1040 - Loose Schedule H IMF Campus - Batch with Form 1040
Form 5500 - Loose Schedules A/C/ D/E/F/G/H/I/R and T
Destroy as "Classified Waste"
Form 5500 - Schedule SSA OSPC M/S 6054
Form 5500 Postcard (received from Vendor) Employee Plans (EP) Entity OSPC - M/S 6273
SSA "reconciliation letters"
SSA-L-93-SM/SSA-L 94-SM
that need handling or responses by SSA
Social Security Administration Social Security Administration
Division of Business Services
Attn: RECON BRANCH
4-E-20 North Block Metro West Building
300 N. Greene St.
Baltimore, MD 21290-0300
SSA "reconciliation questionnaires"
SSA-95-SM/SSA-97-SM
that you determine requires handling or responses by SSA
Social Security Administration Social Security Administration
Division of Business Services
Attn: RECON BRANCH
4-E-20 North Block Metro West Building
300 N. Greene St.
Baltimore, MD 21290-0300
IMF Returns with Foreign or U.S. Possession Address AUSPC
Informant Letters FSPC Stop 31313
Information Returns (IRP) Documents AUSPC and KCSPC See Exhibit 21.1.7-17 for a list of the applicable States.
AUSC - Stop 6153
KCSC - Stop 6052
"KITA/KIA" – IMF Form 1040, Form 1040X, or Form 4868 KCSPC – Expedite shipping with Tracking Number ATTN: KITA Coordinator for AM
LM-2/LM-3 (EO related Form)
Dept. of Labor, Office of Labor Management Standards
200 Constitution Ave. Room N 5616
Washington, DC 20210
Misdirected/Mis-sent mail (opened in error ) Insert date stamped Notice 1256 in envelope and return to the carrier.
OCSE-20 (Dept. of Health and Human Services) Accounting Branch
PBGC Form 1 PBGC
P.O. Box 64886
Baltimore, MD 21264-4880
PS-1510 Scan to CIS
"RD" (Return Delinquency) tax return

Note:

If "RD" (the literal edited in the top margin) is circled, continue processing.

CSCO IMF -
Austin - Stop 5501 AUSC
Fresno - Stop 81208
RCMW 501-1 (Illinois Land and Trust Form) - (loose) Destroy
RCMW 501-1 attached to Form 56 (Keep together.) BMF Entity CSPC - Stop 343
OSPC - M/S 6273
Form 53 R.O. Report CSCO
Request for Installment Agreement,
Form 9465
Form 433 Series, or
Form 2159
CSCO
Request for Tax Forms National Distribution Center
1201 N. Mitsubishi Motorway
Bloomington, IL 61705-6613
Forward Taxpayer's request for tax forms weekly, at a minimum.
"Section 108(i) Election" If attached to a tax return, or literal written in the top margin, continue processing.
Security Agreement relating to foreign real estate IRS A/C International
950 L'Enfant Plaza SW
Washington DC 20024
Attn: IN:C:CQ:SPS 6039(c)
Special Enrollment Exam IRS
985 Michigan Ave
RM 439
Detroit, MI 48226
TD F 90-22.1
If Report of Foreign Bank and Financial Accounts User Fees is attached to a tax return, detach the return for processing. Mail the Form only.
U. S. Department of the Treasury
P.O. Box 32621
Detroit, MI 48232-0621
U.S. Bankruptcy Court Papers (Chapter 7 and 13) Philadelphia 5-Q30.133
"VCAP" (Voluntary Compliance on Alien Program) on Return or Correspondence TE/GE Area Office
Form W-9 If correspondence attached that requires a response, route to be scanned to CIS; otherwise, destroy.
Form 211 OSPC M/S 4110
Form 390 Government of American Samoa
Pago Pago
American Samoa 96799
Form 872 CSCO
Form 2504-S Exam
Form 4422 Area Office shown below Entity section See Pub 4235, Collection Advisory Group Addresses, for complete Mailing Address
Form 5305 Return to sender. Follow local procedures to research address, if no return address on envelope for the Form 5305 series.
Form 5305A/Form 5305-E Return to sender
Form 5305 SEP Return to sender. Follow local procedures to research for address, if no return address on envelope for the Form 5305 series. If none found, destroy.
Form 5306-A I.R.S.
Attn: EP Opinion/Advisory Letter
P.O. Box 27063, McPherson Station
Washington, DC 20038
Form 5308 IRS
Commissioner, TE/GE
Attn: SE:T:EP:RA
P.O. Box 27063 McPherson Station
Washington, DC 20038
Form 8210 IRP Civil Penalty Function Philadelphia, BLN 4-G08.151
Form 8233 Philadelphia, BLN 3-E08.123
Form 8300 Detroit Computing Center
PO Box 32621
Detroit, MI 48232
Form 8508 MCC
Attn: Information Reporting Program
240 Murall Dr.
Kearneysville, WV 25430
Form 8725 CSPC
Form 8809 Enterprise Computing Center- Martinsburg
Information Reporting Program, Attn: Extension of Time Coordinator
240 Murall Dr.
Kearneysville, WV 25430
Form 8850 If any correspondence attached that requires a response, route to be scanned to CIS; otherwise, destroy.
Form 8875 BMF Entity OSPC - M/S 6273
Form 9325 If any correspondence attached that requires a response, route to be scanned to CIS; otherwise, destroy.
Form 9779 EFTPS Enrollment Processing Center
P.O. Box 173788
Denver, Colorado 80217-3788
Form 9783 EFTPS Enrollment Processing Center
P.O. Box 173788
Denver, Colorado 80217-3788
Form 9787 EFTPS Enrollment processing Center
P.O. Box 173788
Denver, Colorado 80217-3788
Form 9789 EFTPS Enrollment Processing Center
P.O. Box 173788
Denver, Colorado 80217-3788
Form 13614-C If any correspondence attached that requires a response, route to Scan to CIS; otherwise, destroy.
Form 13614-NR If any correspondence attached that requires a response, route to Scan to CIS; otherwise, destroy.

Examination Technical Services

If a Form 921, Consent to Extend the Time to Assess Income Tax, is received in a Campus and needs the "INTERNAL REVENUE SERVICE SIGNATURE AND TITLE" completed or there is any reference to Rev. Proc. 92-99, route it to the designated office using the chart below.If you are sending anything related to Rev. Proc. 92-99 (i.e., "Request to Use the Alternative Cost Method as Provided by Rev. Proc. 92-29" , "Annual Statement on the Alternative Cost Method as Provided by Rev. Proc. 92-29" , Form 921, Form 921-I, or Form 921-P), note in the body of the Form 3210"Documents for Rev. Proc. 92-99 case" .

District State IRS Mailing Address Responsible Agent
North Atlantic CT, MA, ME, NH, RI, VT, NY 600 Arch Street, Room 5202
Philadelphia, PA 19106-1611
≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡
≡ ≡ ≡ ≡ ≡ ≡
Central PA, NJ, OH, WV, KY, MI 600 Arch Street, Room 5202
Philadelphia, PA 19106-1611
≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡
≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡
South Atlantic MD, DE, DC, NC, SC, VA, FL, International 31 Hopkins Plaza
Baltimore, MD 21201-2825
≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡
≡ ≡ ≡ ≡ ≡ ≡ ≡
Midwest Area WI, SD, ND, NE, MO, MN, KS, IA, IN, IL 211 West Wisconsin Avenue
Attn: MS 4020 MIL:Wsk
Milwaukee, WI 53202
≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡
≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡
Gulf States TX, AL, OK, MS, LA, AR, GA, TN 1555 Poydras St.
Suite 220
New Orleans, LA 70112-3701
≡ ≡ ≡ ≡ ≡ ≡
≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡
Western AK, AZ, CO, HI, MT, NV, NM, OR, UT, WA, WY, ID 1999 Broadway
Denver, CO 80202-3025
≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡
≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡
California CA 24000 Avila Road
Attn: MS 5920, Technical Coordinator
Laguna Niguel, CA 92677-3405
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