3.10.72 Receiving, Extracting, and Sorting 3.10.72.1 Program Scope and Objectives 3.10.72.1.1 Background 3.10.72.1.2 Authority 3.10.72.1.3 Roles and Responsibilities 3.10.72.1.4 Program Management and Review 3.10.72.1.5 Program Controls 3.10.72.1.6 Terms/Definitions/Acronyms 3.10.72.1.7 Related Resources 3.10.72.2 Receipt of Incoming Mail 3.10.72.2.1 Maintaining Integrity of the Received Date 3.10.72.2.2 Incoming Mail Sorting Operations 3.10.72.2.3 Unique Campus ZIP Codes 3.10.72.2.4 Types of Mail Received 3.10.72.2.4.1 "Regular" Mail 3.10.72.2.4.2 Code Format Number "CFN" Mail 3.10.72.2.4.3 Private Delivery Service (PDS) 3.10.72.2.4.3.1 State Income Tax Levy Program (SITLP) Packages – (KCSPC Only) 3.10.72.2.4.4 Bulk Mail Pouch 3.10.72.2.4.5 Social Security Administration (SSA) Transshipments - (KCSPC Only) 3.10.72.2.4.6 "P.O. Box" Mail 3.10.72.2.4.7 Lockbox Mail 3.10.72.2.4.8 Registered and Certified Mail 3.10.72.2.4.9 Sorting Undeliverable (UD) Mail 3.10.72.3 Mail Extraction and Processing General 3.10.72.3.1 Administrative ("ADMIN" ) Mail Rooms 3.10.72.3.2 Taxpayer Bill of Rights (TBOR) 3.10.72.3.3 Limited Physical Items 3.10.72.3.3.1 Physical and Operational Security 3.10.72.3.3.2 Suspicious Packages and Reporting Physical Security Incidents 3.10.72.3.3.3 Service Center Automated Processing System (SCAMPS) System Security 3.10.72.3.4 Local Desk Procedures Guidelines 3.10.72.4 Related Internal Revenue Manuals (IRMs) 3.10.72.5 Extraction of Envelope Contents 3.10.72.5.1 Routing Guide/Maildex 3.10.72.5.2 International and U.S. Possession Returns and Documents 3.10.72.5.3 International Sorting Instructions 3.10.72.5.4 Date Stamping Acknowledgements 3.10.72.5.5 Extraction of Envelope Contents for Returns and Documents with Remittance 3.10.72.5.5.1 Large Dollar Remits 3.10.72.5.5.2 Routing to Statutes 3.10.72.5.6 Candling Procedures (Initial and Final) 3.10.72.5.7 Attaching Envelopes to Returns and Documents 3.10.72.5.8 Mail Addressed to IRS with a State Return 3.10.72.5.8.1 Tax Returns/Extensions Forwarded to IRS from a State 3.10.72.5.9 Mail Intended for Other than IRS (Misdirected/Mis-Sent) 3.10.72.5.10 Processing Cash and Handling of Currency and Items of Value 3.10.72.5.11 Sorting Automated Collection System Mail 3.10.72.5.12 Extracting and Sorting – Form 1040ES and Form 1041ES 3.10.72.5.13 Extracting and Routing — Form 3115, Application for Change in Accounting Method 3.10.72.5.14 Extracting and Routing — Form 14039, Identity Theft Affidavit 3.10.72.6 IRS Received Date 3.10.72.6.1 Received Date Stamp 3.10.72.6.2 Received Date Stamping Requirements 3.10.72.6.2.1 Processing Cycle/Due Date 3.10.72.6.2.2 "Postmark Date" and "Received Date" 3.10.72.6.2.3 What is a Designated Private Delivery Service (PDS)? 3.10.72.6.2.4 Determining Postmark Date 3.10.72.6.2.5 Documents Received from Other IRS Sites via Form 3210 3.10.72.7 Sorting With-Remittance Returns/Documents General 3.10.72.7.1 Perfect Remits for Remittance Processing System (RPS) or Transport 3.10.72.7.2 Imperfect Remits for Payment Perfection Unit (PPU) 3.10.72.7.3 Notices 3.10.72.8 Major (Primary) Form Sort – Individual Master File (IMF) 3.10.72.8.1 Special Procedure(s) - IMF Returns 3.10.72.8.2 Letter 5858/Letter 5862/Letter 5598/Letter 5599/Letter 6000/Letter 6001/Letter 6002 Responses 3.10.72.8.3 Letter 5900-D Responses 3.10.72.9 Vouchers (IMF and BMF) 3.10.72.10 Major (Primary) Form Sort – Business Master File (BMF) 3.10.72.11 Transshipment Guidelines 3.10.72.12 IMF Minor (Secondary or Fine) Sort (Including Form 4868 Extension Routing) 3.10.72.13 BMF Minor Form Sort Categories 3.10.72.13.1 Form CT-1 – Employer's Annual Railroad Retirement Tax Return 3.10.72.13.2 Form CT-2 - Employee Representative's Quarterly Railroad Tax Return 3.10.72.13.3 Form 706 Series and Form 709 – U.S. Estate Tax Return and United States Gift (and Generation - Skipping Transfer) Tax Return 3.10.72.13.4 Form 720 – Quarterly Federal Excise Tax Return (OSPC Only) 3.10.72.13.5 Form 940 and Form 940EZ – Employer's Annual Federal Unemployment (FUTA) Tax Return 3.10.72.13.6 Form 940(PR) – Employer's Annual Federal Employment (FUTA) Tax Return (Puerto Rican Version) (OSPC only) 3.10.72.13.7 Form 941 – Employer's Quarterly Federal Tax Return 3.10.72.13.8 Routing Form 941-C, Form 941M, Form 941-X, Form 941-X(PR), Form 943-X, Form 944-X, Form 944(PR) X, Form 944(SP) X, Form 945-X, and Form CT-1X (Loose, or Return Attached) – Amended Returns 3.10.72.13.9 Form 941(PR) and Form 941-SS – Employer's Quarterly Federal Tax Return (Puerto Rican Version) and American Samoa, Guam, the Commonwealth of the Northern Mariana Islands, and the U.S. Virgin Islands (OSPC Only) 3.10.72.13.10 Form 943 and Form 943(PR) – Employer's Annual Tax Return for Agricultural Employees 3.10.72.13.11 Form 944 and Form 944(SP) – Employer's ANNUAL Federal Tax Return. Form 944(PR) and Form 944-SS – Puerto Rican Version and U.S. Possessions 3.10.72.13.12 Form 945 –Annual Return of Withheld Federal Income Tax 3.10.72.13.13 Form 990 and Form 990EZ – Return of Organization Exempt from Income Tax (EO) (OSPC Only) 3.10.72.13.14 EP/EO Determination User Fee Application (CSPC Only) 3.10.72.13.15 Form 990-PF – Return of Private Foundation or Section 4947(a)(1) Trust Treated as a Private Foundation (OSPC Only) 3.10.72.13.16 Form 990-T – Exempt Organization Business Income Tax Return (EO) (OSPC Only) 3.10.72.13.17 Form 1041, Form 1041-N, Form 1041QFT, and Form 1041A – U.S. Income Tax Return for Estates and Trusts 3.10.72.13.18 Form 1042 – Annual Withholding Tax Return for U.S. Source Income of Foreign Persons (OSPC Only) 3.10.72.13.19 Form 1042-T with Form 1042-S – Foreign Person's U.S. Source Income Subject to Withholding (OSPC Only) 3.10.72.13.20 Form 1065 and Form 1065B – U.S. Return of Partnership Income 3.10.72.13.20.1 Form 1065 X - Amended Return or Administrative Adjustment Request (AAR) 3.10.72.13.21 Form 1120, Form 1120-A, Form 1120-C (OSPC), Form 1120-F (OSPC), Form 1120-FSC (OSPC), Form 1120-H, Form 1120-L, Form 1120-ND, Form 1120-PC (OSPC), Form 1120-REIT, Form 1120-RIC, and Form 1120-SF – U.S. Corporation Income Tax Returns 3.10.72.13.22 Form 1120-POL – U.S. Income Tax Return for Certain Political Organizations (OSPC Only) 3.10.72.13.23 Form 1120S – U.S. Income Tax Return for an S Corporation 3.10.72.13.24 Form 1120-X – Amended U.S. Corporation Income Tax Return 3.10.72.13.25 Form 2290/Form 2290SP – Heavy Highway Vehicle Use Tax Return (OSPC Only) 3.10.72.13.26 Form 3520-A – Annual Information Return of Foreign Trust with a U.S. Owner (OSPC Only) 3.10.72.13.27 Form 3520 – Annual Return to Report Transactions With Foreign Trusts and Receipts of Certain Foreign Gifts (OSPC Only) 3.10.72.13.28 Form 4720 – Return of Certain Excise Taxes on Charities and Other Persons Under Chapters 41 and 42 of the IRC (OSPC Only) 3.10.72.13.29 Form 5227 – Split-Interest Trust Information Return (OSPC Only) 3.10.72.13.30 Form 5330 - Return of Excise Taxes Related to Employee Benefit Plans (OSPC Only) 3.10.72.13.31 Form 5452 – Corporate Report of Non-Dividend Distributions 3.10.72.13.32 Form 5500-EZ – Annual Return of One-Participant (Owners and Their Spouses) Retirement Plan or Form 5500 Related Documents (OSPC Only) 3.10.72.13.33 Form 5578 – Annual Certificate of Racial Nondiscrimination for a Private School Exempt from Federal Income Tax (OSPC Only) 3.10.72.13.34 Form 7004 – Application for Automatic Extension of Time To File Certain Business Income Tax, Information, and Other Returns and Other BMF Extensions (Form 4768, Form 5558, Form 8868, and Form 8892) 3.10.72.13.34.1 Denial Letters – Extensions 3.10.72.13.35 Form 8038, Form 8038-B, Form 8038-G, Form 8038-GC, Form 8038-T, and Form 8038-TC – Information Returns for Tax-Exempt Private Activity Bond Issues (OSPC Only) 3.10.72.13.36 Form 8038-CP - Return for Credit Payments to Issuers of Qualified Bonds (OSPC Only) 3.10.72.13.37 Form 8288 - U.S. Withholding Tax Return for Dispositions by Foreign Persons of U.S. Real Property Interest, and Form 8288-A, Statement of Withholding on Dispositions by Foreign Persons of U.S. Real Property Interests (FIRPTA) - (OSPC or AUSPC Only) 3.10.72.13.38 Form 8453-B, Form 8453-C, Form 8453-EO, Form 8453-F, Form 8453-EX, Form 8453-FE, Form 8453-I, Form 8453-PE, Form 8453-S, and Form 8453X – Declaration for an IRS e-file Return (OSPC Only) 3.10.72.13.39 Form 8609 and Form 8610 – Low-Income Housing Credit Allocation and Certification and Annual Low-Income Housing Credit Agencies Report 3.10.72.13.40 Form 8703 — Annual Certification of a Residential Rental Project (OSPC Only) 3.10.72.13.41 Forms 8804, Form 8805, and Form 8813 (Partnership Withholding Returns) – Annual Return for Partnership Withholding Tax (Section 1446)/Foreign Partner's Information Statement of Section 1446 Withholding Tax/Partnership Withholding Tax Payment Voucher (Section 1446) (OSPC Only) 3.10.72.13.42 Form 8813 (Partnership Withholding Tax Payment) (OSPC Only) 3.10.72.13.43 Form 8819 – Dollar Election Under Section 985 (OSPC Only) 3.10.72.13.44 CP 249A, CP 249B, CP 249C, CP 259A, CP 259B, CP 259C, CP 259D, CP 259E, CP 259F, CP 259G, CP 403, CP 406, and CP 425 through CP 430 (TE/GE) (OSPC Only) 3.10.72.13.45 Form 8955-SSA and Form 5500 Schedule SSA (OSPC Only) 3.10.72.13.46 Form 8947, Report of Branded Prescription Drug Information ("BPD" ) and Form 8963, Report of Health Insurance Provider Information ("IPF" ) – (OSPC Only) 3.10.72.14 NMF Minor Form Sort Categories (KCSPC Only) 3.10.72.15 Information Return Processing Sort (Austin, Kansas City and Ogden Only) 3.10.72.15.1 Form 8809 Sort (Ogden Only) 3.10.72.16 Miscellaneous Receipt and Control Procedures 3.10.72.16.1 Loose Documents Received from Files Function 3.10.72.16.2 Loose Schedules, Forms, and e-file Documents 3.10.72.16.3 Form 656 Offer In Compromise 3.10.72.16.4 Form 2848 and Form 8821 - Power of Attorney Routing (Memphis, Ogden, or Philadelphia) 3.10.72.16.5 Special Handling of Collection Forms – Form 9465, Form 433 Series, and Form 2159, Payroll Deduction Agreement 3.10.72.16.5.1 Collection Advisory Group - Form 1127 Routing 3.10.72.16.6 Form W-4 Procedures 3.10.72.16.7 Automated Substitute for Return ("ASFR" ) 3.10.72.16.8 Form 8952, Application for Voluntary Classification Settlement Program (VCSP) – (OSPC Only) 3.10.72.16.9 "Streamline" Return Procedures (AUSPC Only) 3.10.72.16.10 Suicide Threats 3.10.72.16.11 Relief for Certain Former Citizens (Processed at AUSPC Only) 3.10.72.17 Referrals to Return Integrity & Verification Operation (RIVO) or Frivolous Filer Program (FRP) and Routing of Questionable Payments 3.10.72.17.1 Return Integrity & Verification Operation (RIVO) Criteria 3.10.72.17.2 Frivolous Filer Program (FRP) Criteria 3.10.72.17.3 ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 3.10.72.18 IDRS, IRS Source, Internet Explorer, or Outlook Research Exhibit 3.10.72-1 Routing Guide/Local Maildex Exhibit 3.10.72-2 Correspondex "C" Letters – Routing Guide Exhibit 3.10.72-3 Computer Paragraph (CP) Notices – Routing Guide Exhibit 3.10.72-4 Miscellaneous Documents/Forms/Correspondence – Routing Guide Exhibit 3.10.72-5 Code Format Numbers (CFNs) - SCAMPS Exhibit 3.10.72-6 Sorting Individual (IMF) Returns and Documents Exhibit 3.10.72-7 Sorting Business (BMF) Returns and Documents Exhibit 3.10.72-8 Sorting Non-Master File (NMF) Returns and Documents (KCSPC Only) Exhibit 3.10.72-9 Form 5213 Routing to Planning and Special Programs (PSP) Exhibit 3.10.72-10 Examination Technical Services Exhibit 3.10.72-11 Submission Processing Contacts (Batching Function) Part 3. Submission Processing Chapter 10. Campus Mail and Work Control Section 72. Receiving, Extracting, and Sorting 3.10.72 Receiving, Extracting, and Sorting Manual Transmittal November 18, 2022 Purpose (1) This transmits revised IRM 3.10.72, Campus Mail and Work Control - Receiving, Extracting, and Sorting. Material Changes (1) IRM 3.10.72.1.6 - Added Fresno as a Campus Support site. IPU 22U0560 issued 04-27-2022. (2) IRM 3.10.72.2.3 - Updated Fresno mailing address. IPU 22U0560 issued 04-27-2022. (3) IRM 3.10.72.2.4.2 - Added Campus Support sites. IPU 22U0560 issued 04-27-2022. (4) IRM 3.10.72.2.4.8 - Updated Instructions for Timely Postmark Date. IPU 22U0157 issued 01-25-2022. (5) IRM 3.10.72.3.3 - Added instructions for transparent laptop bags and backpacks. IPU 22U0692 issued 06-07-2022. (6) IRM 3.10.72.5.5 - Updated routing instructions for RIVO External Leads. IPU 22U0013 issued 01-03-2022. (7) IRM 3.10.72.5.5.2 - Removed wording "separately by tax year" . IPU 22U0293 issued 02-18-2022. (8) IRM 3.10.72.5.5.2 - Updated IRM guidance for Statute Returns. IPU 22U0195 issued 02-02-2022. (9) IRM 3.10.72.5.7 - Removed incorrect due date references. IPU 22U0013 issued 01-03-2022. (10) IRM 3.10.72.6.1 - Updated Instructions for Timely Postmark Date. IPU 22U0157 issued 01-25-2022. (11) IRM 3.10.72.6.2.5 - Removed Fresno instruction they are no longer an SP site. IPU 22U0560 issued 04-27-2022. (12) IRM 3.10.72.12 - Corrected timely received date. IPU 22U0013 issued 01-03-2022. IPU 22U0013 issued 01-03-2022. (13) IRM 3.10.72.12 - Updated Instructions for Timely Postmark Date. IPU 22U0157 issued 01-25-2022. (14) IRM 3.10.72.12 - Updated routing instructions for returns with KITA in the top margin. IPU 22U0443 issued 03-29-2022. (15) IRM 3.10.72.13.1 - Updated sorting instructions for Form CT-1 (16) IRM 3.10.72.13.4 - Updated instructions for Form 720 (17) IRM 3.10.72.13.5 - Updated sorting instructions for Form 940 (18) IRM 3.10.72.13.7 - Updated sorting instructions for Form 941 (19) IRM 3.10.72.13.7 - Updated Form 941 sorting instructions. IPU 22U0332 issued 03-04-2022. (20) IRM 3.10.72.13.9 - Updated sorting instructions for Form 941(PR) and Form 941-SS (21) IRM 3.10.72.13.9 - Updated Form 941(PR) and Form 941-SS sorting instructions. IPU 22U0332 issued 03-04-2022. (22) IRM 3.10.72.13.10 - Updated sorting instructions for Form 943 (23) IRM 3.10.72.13.36 - Updated routing instructions for Form 8038-CP. IPU 22U0560 issued 04-27-2022. (24) IRM 3.10.72.13.38 - Updated routing instructions for Form 8453-EX. IPU 22U0013 issued 01-03-2022. (25) IRM 3.10.72.16.2 - Updated routing instructions for Form 8453-EX. IPU 22U0013 issued 01-03-2022. (26) IRM 3.10.72.16.11 - Updated routing instructions for Relief for Certain Former Citizens/Expatriates. IPU 22U0667 issued 06-01-2022. (27) Exhibit 3.10.72-1 Updated routing instructions for Form 8966 (28) Exhibit 3.10.72-1 Updated routing instructions for Form 6401 (29) Exhibit 3.10.72-1 Updated routing instructions for Form 940 series with Schedule R. (30) Exhibit 3.10.72-1 Updated routing instructions for Form 941 series with Schedule R. (31) Exhibit 3.10.72-1 Updated routing instructions for Form 943 series with Schedule R (32) Exhibit 3.10.72-1 - Updated routing instructions for Form 8898. IPU 22U0777 issued 07-05-2022. (33) Exhibit 3.10.72-1 - Updated routing instructions for NMF Forms 2438, 8612, 8613, 8725, 8831, 8876, 8924, 8928. IPU 22U0777 issued 07-05-2022. (34) Exhibit 3.10.72-1 - Added routing instructions for Form 4506-C. IPU 22U0719 issued 06-14-2022. (35) Exhibit 3.10.72-1 - Updated routing instructions for 1040X with CP 05A. IPU 22U0692 issued 06-07-2022. (36) Exhibit 3.10.72-1 - Updated routing instructions for Form 8928 IPU 22U0642 issued 05-24-2022. (37) Exhibit 3.10.72-1 - Updated routing instructions for Form 8822. IPU 22U0617 issued 05-13-2022. (38) Exhibit 3.10.72-1 - Updated routing instructions Forms 1120-L, 1120-ND and 1120-SF. IPU 22U0598 issued 05-09-2022. (39) Exhibit 3.10.72-1 - Updated routing instructions for Fresno due to site consolidation. IPU 22U0560 issued 04-27-2022. (40) Exhibit 3.10.72-1 - Added routing instructions for Form 15109. IPU 22U0560 issued 04-27-2022. (41) Exhibit 3.10.72-1 - Added routing instructions for BBA forms. IPU 22U0560 issued 04-27-2022. (42) Exhibit 3.10.72-1 - Updated routing instructions for Form 907. IPU 22U0306 issued 02-25-2022. (43) Exhibit 3.10.72-1 - Removed FSPC Stop 34303 . IPU 22U0013 issued 01-03-2022. (44) Exhibit 3.10.72-1 - Added routing instructions for Form 9000. IPU 22U0013 issued 01-03-2022. (45) Exhibit 3.10.72-1 - Updated routing instructions for SSA Forms W-3 and W-2c. IPU 22U0055 issued 01-06-2022. (46) Exhibit 3.10.72-1 - Updated routing instructions for Form 8822. IPU 22U0116 issued 01-14-2022. (47) Exhibit 3.10.72-1 - Updated Instructions for Timely Postmark Date. IPU 22U0157 issued 01-25-2022. (48) Exhibit 3.10.72-2 - Updated routing instructions for Letter 105C. IPU 22U0777 issued 07-05-2022. (49) Exhibit 3.10.72-2 - Updated routing instructions for Letter 106C. IPU 22U0777 issued 07-05-2022. (50) Exhibit 3.10.72-2 - Added routing instructions for Letters 6507, 6530, 6531. IPU 22U0701 issued 06-09-2022. (51) Exhibit 3.10.72-2 - Update routing instructions for Fresno due to site consolidation. IPU 22U0560 issued 04-27-2022. (52) Exhibit 3.10.72-2 - Added routing instructions for BBA letters. IPU 22U0560 issued 04-27-2022. (53) Exhibit 3.10.72-2 - Added routing instructions for Letter 6489. IPU 22U0374 issued 03-11-2022. (54) Exhibit 3.10.72-2 - Removed FSPC Stop 34303. IPU 22U0013 issued 01-03-2022. (55) Exhibit 3.10.72-2 - Added routing instructions for letters 937-A, 3854, 3948, 4140, 4204, 4220, 6013. IPU 22U0273 issued 02-14-2022. (56) Exhibit 3.10.72-3 - Updated routing instructions for CP O5A. IPU 22U0777 issued 07-05-2022. (57) Exhibit 3.10.72-3 - Update routing instructions for Fresno due to site consolidation. IPU 22U0560 issued 04-27-2022. (58) Exhibit 3.10.72-3 - Added routing instructions for CP 54Q. IPU 22U0560 issued 04-27-2022. (59) Exhibit 3.10.72-3 - Updated routing instructions for CP 169. IPU 22U0306 issued 02-25-2022. (60) Exhibit 3.10.72-3 - Removed FSPC Stop 34303. IPU 22U0013 issued 01-03-2022. (61) Exhibit 3.10.72-3 - Updated routing instructions for PRN 594-598, 613, 659-660, 708-709. IPU 22U0013 issued 01-03-2022. (62) Exhibit 3.10.72-3 - Added routing instructions for CP56V. IPU 22U0013 issued 01-03-2022. (63) Exhibit 3.10.72-3 - Added routing instructions for CP756V. IPU 22U0013 issued 01-03-2022. (64) Exhibit 3.10.72-3 - Added routing instructions for CP256V. IPU 22U0013 issued 01-03-2022. (65) Exhibit 3.10.72-3 - Added routing instructions for CP956V. IPU 22U0013 issued 01-03-2022. (66) Exhibit 3.10.72-4 - Removed routing instruction for Form 8725. IPU 22U0777 issued 07-05-2022. (67) Exhibit 3.10.72-4 - Updated routing instructions for transfer agreement under section 965. IPU 22U0013 issued 01-03-2022. (68) Exhibit 3.10.72-4 - Added routing instructions for flash drives attached to Form 211. IPU 22U0055 issued 01-06-2022. (69) Exhibit 3.10.72-8 - Added routing instructions for NMF Forms 8725, 8831, 8876. IPU 22U0777 issued 07-05-2022. (70) Exhibit 3.10.72-10 - Updated routing instructions for Examination Technical Services Rev. Proc. 92-29. IPU 22U0420 issued 03-21-2022. (71) Exhibit 3.10.72-11 - Updated SP contact information. IPU 22U0560 issued 04-27-2022. (72) Editorial updates throughout the IRM to Forms CT-1X, 940s, 941s, 943s, 944s. (73) Editorial changes made throughout to update IRM titles, grammar, and punctuation. Consolidation updates made throughout the IRM Effect on Other Documents IRM 3.10.72, dated November 9, 2021 (effective January 1, 2022) is superseded. This IRM also incorporates the following IRM Procedural Updates (IPU’s): 22U0013 (issued 1/3/2022), 22U0055 (issued 1/6/2022), 22U0116 (issued 1/14/2022), 22U0157 (issued 1/25/2022), 22U0195 (issued 2/2/2022), 22U0273 (issued 2/14/2022), 22U0293 (issued 2/18/2022), 22U0306 (issued 2/25/2022), 22U0332 (issued 3/4/2022), 22U0374 (issued 3/11/2022), 22U0420 (issued 3/21/2022), 22U0443 (issued 3/29/2022), 22U0560 (4/27/2022), 22U0598 (issued 5/9/2022), 22U0617 (issued 5/13/2022), 22U0642 (issued 5/24/2022), 22U0667 (issued 6/1/2022), 22U0692 (issued 6/7/2022), 22U0701 (issued 6/9/2022), 22U0719 (issued 6/14/2022), 22U0777 (issued 7/5/2022), 22U0821 (issued 7/19/2022). Audience Wage and Investment Receiving, Extracting, and Sorting Employees in Submission Processing Campuses (Receipt and Control) Effective Date (01-01-2023) James L. Fish Director, Submission Processing Wage and Investment Division 3.10.72.1 (01-01-2018) Program Scope and Objectives Purpose: This IRM provides instructions for employees receiving, extracting, sorting, and routing mail within the Submission Processing campuses. Audience: Wage and Investment, Submission Processing, Receipt and Control Operation. Policy Owner: The Director of Submission Processing. Program Owner: Paper Processing Branch (an Organization within Submission Processing). Primary Stakeholders: W&I Submission Processing campuses that process Individual Master File (IMF), Business Master File (BMF), Non-Master File (NMF), and Information Return Processing (IRP) documents. Automated sorting of mail on sorting equipment called the Service Center Automated Processing System (SCAMPS). 3.10.72.1.1 (01-01-2018) Background IRM 3.10.72 provides instructions for employees receiving, extracting, sorting, and routing mail within the Submission Processing campuses. It includes a Routing Guide/Maildex for Forms, Correspondex ("C") letters, and CP notices. It is used primarily by Extraction employees within W&I Submission Processing campuses that process IMF, BMF, NMF, and IRP documents. 3.10.72.1.2 (11-01-2019) Authority The following provide authority for the instructions in this IRM to be performed in support of completing compliance functions to make credits or refunds of any internal revenue tax, processing of non-revenue forms, and administrative support forms. Title 26 of the United States Code (USC) or more commonly known as the Internal Revenue Code (IRC) All Policy Statements for Submission Processing are contained in IRM 1.2.1.4, Servicewide Policies and Authorities, Policy Statements for Submission Processing Activities: Code sections that provide the IRS with the authority to issue levies Congressional Acts that outline additional authorities and responsibilities like the Travel and Transportation Reform Act of 1998 or the Tax Reform Act of 1986 Policy Statements that provide authority for the work being done 3.10.72.1.3 (01-01-2018) Roles and Responsibilities The Director is responsible for ensuring the successful processing of individual and business tax returns through both electronic and paper means. The Operations Manager and the Department Manager are responsible for: Defining business goals and developing work plans to be accomplished by employees. Directing, coordinating and overseeing work plans of managers and supervisors. Initiating ways to improve efficiency of the department and increasing the quality of work directed. Finding and implement ways to eliminate or reduce significant barriers to production, and improve business practices. The Team Manager is responsible for: Expediting all remittances to Deposit Unit. Reducing mail delivery time to pipeline processing. Minimizing the time from the receipt of mail through the sorting function to routing. Enabling documents to be examined as quickly as possible and sorted appropriately. Providing envelope and date stamp needed for filing timeliness. Extracting and separating the work as quickly as possible so it can be controlled. Team Employees are responsible for: Following instructions contained in this IRM. Maintaining updated IRM material. 3.10.72.1.4 (01-01-2018) Program Management and Review Throughout this manual, references are made to actions required by management. It is to be understood that if a Manager delegates to someone to act on behalf of management, that individual is considered to be management regarding the item(s) in question. Therefore, no additional reference will be made in this IRM to "management or their designee" or "analyst" . The daily Candling Log, the monthly Limited Items Review, and the monthly Manager’s Lockbox Document Transmittal (LDT) Review will be maintained for 1 year in a log book (destroy the oldest month when you add a new month). Other reports will be maintained electronically. Local management will determine the most appropriate method. Throughout this manual, references are made to other IRMs in relation to instructions necessary to properly perform tasks in IRM 3.10.72. Management must be responsible for having at least one of the referenced IRMs in the work area. However, at management's discretion, it may be worthwhile for each employee to keep a copy of the IRM 3.10.72 at their work station. In either case, management is required to update the IRMs distribution pattern and the volume required for each area. Additional reference IRMs are: IRM 3.0.101, Schedule K-1 Processing IRM 3.0.230, Lockbox Processing Procedures IRM 3.5.61, Files Management and Services 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 Office Payments IRM 3.10.5, Batch/Block Tracking System (BBTS) IRM 3.10.73, Batching and Numbering IRM 3.13.62, Media Transport and Control IRM 3.30.123, Processing Timeliness: Cycles, Criteria, and Critical Dates IRM 3.41.276, Form 941 and Schedule R SCRIPS Processing IRM 3.41.277, Forms 940 SCRIPS Processing IRM 25.6.1, Statute of Limitations Processes and Procedures Physical Security, IRM 10.2.8, Incident Reporting, and IRM 1.4.6, Managers Security Handbook, are the prevailing manuals concerning security measures necessary for date stamps, Document Locator Number stamps, payee name stamps (for negotiating checks), other stamp devices, as well as any emergency that should be reported. Each manual must be consulted to determine the level and type of security required. Particular attention must be given 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). 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 the 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.), report this as an inadvertent disclosure. Give this to your manager who will report it using the following link: http://gatekeeper.web.irs.gov/snipmain.aspx. Throughout this manual, references are made to "Returns" and "Documents" . A "return" is a form required by law to be filed (e.g., Form 1040, Form 720, Form 990, etc.). A "document" is a form not required by law but is relevant to the particular account (e.g., a subsequent payment, a Computer Paragraph (CP) notice, a "C" letter, etc.). 3.10.72.1.5 (01-01-2018) Program Controls Campus Security Review (Remittance, Physical Security, Overstamping) Internal Control Review (Candling, Remittance Security, Overstamping, Courier, Discovered Cash Inside R&C, Discovered Remits Outside R&C, Physical Security) Unannounced Security Review 3.10.72.1.6 (04-27-2022) Terms/Definitions/Acronyms A list of some of the terms (and definition) used in this IRM are found below. This list is not all inclusive. For details on other acronyms, use the Search feature on the IRS Home Page. TERMS DEFINITION ACS Automated Collection System ACSS ACS Support APO/FPO/DPO Army Post Office (APO) / Fleet Post Office (FPO) / Diplomat Post Office (DPO) – Used in lieu of City for military posts. They also have unique State and ZIP codes. ASED Assessment Statute Expiration Date ASFR Automated Substitute For Return - If "ASFR" notated in top margin of the return, route to "ASFR" function. Do not sort for processing. Accounts are adjusted in the "ASFR function" . See IRM 3.10.72.16.7. Batching The area responsible for establishing control of the documents through processing using the Block Batch Tracking System (BBTS). BBTS Batch/Block Tracking System BMF Business Master File - BMF (business) returns which are processed in: Kansas City Submission Processing Campus (KCSPC) Ogden Submission Processing Campus (OSPC) BPD Bureau of Public Debt or Branded Prescription Drug - If a taxpayer wants to make a donation to the debt of the United States, they may write a check made payable to the "Bureau of the Public Debt" (BPD). If a Taxpayer mails a Form 8947, Letter 4657, or Letter 4658 directed to OSPC, it is associated with the Branded Prescription Drug program in Large Business and International (LB&I). Calendar Year Accounting period covers 12 months and ends in December (or the 12th month, for example 201612) Campus Support or "Ramp-down" or "Back-end" sites Campuses that are no longer Submission Processing (SP) sites. They perform back-end work such as Accounts Management, Exam, Collection, etc. Sites are located in: Andover Atlanta Brookhaven Cincinnati Fresno Memphis Philadelphia Note: For complete mailing addresses, see IRM 3.10.72.2.3. Candling Term used for passing the envelope over the light on an Extracting table or Final Candling table, or for slicing an envelope on 3 sides. Certified Mail Mail received from the United States Postal Service (USPS) (usually has a Green Card) requiring a received date stamp on the card to be returned to the USPS. Once the card is returned to the taxpayer, it is their proof of delivery to the IRS. CFN Code Format Number - the 4-digit extension to a ZIP code. This is used by the SCAMPS machine to sort in specific pockets. It can be programmed or generated on letters based on the IDRS range. See Exhibit 3.10.72-5 for a listing. CP Computer Paragraph CSCO Compliance Services Collection Operations (generally referred to as "Collections" ) CSED Collection Statute Expiration Date DLN Document Locator Number DOL IRS owns the Form 5500 series returns filed electronically with the Department of Labors contractor EFAST2, then the information is transmitted to the IRS and posts to the Employee Plans Master File (EPMF) / BMF EBSA Employee Benefits Security Administration EFTPS Electronic Federal Tax Payment System EFTU Electronic Funds Transfer Utility EIN Employer Identification Number ELF Electronic Filing (legacy system, to be replaced by MeF (Modernized e-file) Entity Name, address, taxpayer identification number (TIN). Also, an area within the campus that resolves issues with the name, address and TIN. EO Exempt Organization (e.g., Form 990 series returns) - filed in OSPC only EP Employee Plans EPMF Employee Plans Master File - Form 5500 series return filed electronically or in OSPC FMSS Facilities Management and Security Services Fats Large thick envelopes that cannot be sorted and sliced by the SCAMPS machine Field Office There are approximately 700 IRS Field Offices with Collection, Examination, LB&I functions. They continue to send remittances to campus "Teller Unit" for processing. Fiscal Year Accounting period covers 12 months and ends in a month other than December (for example, 201610) Flats Large envelopes (usually ones with only a few pages in an envelope), sometimes from a Private Delivery Service (PDS) such as FedEx. Future Year/Future Quarter Any tax year/quarter that is after the one currently being processed. Sort with Current Year, unless specific instructions prevail (e.g., Form 1041, Form 1065, and Form 1120-S). HQ IRS Headquarters I/B Individual/Business - used when referring to type of Forms, Correspondence, or sometimes refers to the IMF or BMF ICS Integrated Collection System ICT Image Control Team is where the scanner is located (Correspondence Imaging System) for the screening process, then scanning of all correspondence and forms worked by Accounts Management. Exception: If the Mail Routing Guide indicates a Mail stop number within Accounts Management, then the document must be physically mailed/routed, such as AMRH transcripts. IDRS Integrated Data Retrieval System - where taxpayer accounts are researched and updated using various Command Codes IDT Identity Theft are suspicious returns pulled from the pipeline for "Funny Box" review by RIVO. IMF Individual Master File - IMF (Individuals) returns are processed in: Austin Submission Processing Campus (AUSPC) Kansas City Submission Processing Campus (KCSPC) Ogden Submission Processing Campus (OSPC) Imperfect Requiring additional steps for processing. Imperfect can apply to imperfect payments, imperfect returns or forms. Examples include payments needing IDRS research or Form 940 with attachments other than Page 1, Page 2, and Schedule A (or Form 941 Schedule B) such as Post-it notes, statements, notation on envelopes, or any form or correspondence. ISRP Integrated Submission and Remittance Processing IRP Information Returns Program - IRP documents received with a transmittal Form 1096 or Form 1094 series from filers or payers. Paper documents are processed in AUSPC, KCSPC and OSPC. RIVO Return Integrity & Verification Operation (formerly known as AMTAP) Julian Date The numeric day of the year (001 through 365 or 366) and is contained in the DLN (document locator number) KIA/KITA Killed in Action/Killed in a Terrorist Action - returns filed in KCSPC LB&I Large Business and International Business Operating Division (BOD) Missent/Misdirected Mail that was accidentally delivered to the IRS by the carrier, or could be a state tax return that was addressed to the IRS. If the mail was addressed correctly, give it back to the carrier. Do not put in an IRS envelope to mail to the Addressee. Enclose date stamped Notice 1256, if it has been sliced/opened. Modernized e-File Modernized e-File is a web-based system that allows electronic filing of Individual, Corporate, Partnership, Exempt Organizations, Excise, Estate and Trusts, and Employment Tax Returns through the Internet. MFT Master File Tax code. Refer to Document 6209 for specific forms and MFT. NMF Non-Master File - Forms that cannot be processed to the IMF or BMF. NMF documents are processed in KCSPC. Non-Remit Return or documents received without a payment attached. Non-Scannable For some reason, the machine will not be able to read the scan line, or there is no scan line on the form. OFP Organization, Function, and Program code (used to report your time on your Form 3081 and for other purposes) OIC/COIC/MOIC Offer in Compromise (Form 656) Centralized Offer in Compromise (Units located in Memphis and Brookhaven - accept offers for processing) Monitoring OIC Unit - (located in Fresno where payments are processed) OTSA Office of Tax Shelter Analysis PBC Primary Business Code PBGC Pension Board Guaranty Cooperation - insures and monitors Pension Plans PGLD/IM Office of Privacy, Governmental Liaison and Disclosure/Incident Management Office PII Personal Identifiable Information - Some examples of PII are: Names Addresses E-mail addresses Telephone numbers Social Security numbers (SSN) Employee Identification number (EIN) Other identifying numbers, such as ITIN and ATIN assigned by IRS Bank account numbers Date and place of birth Mother's maiden name Biometric data (height, weight, eye color, fingerprints, etc.) P&A Planning and Analysis Staff - have a designated analyst assigned to specific function/area within a Campus Perfect Payments - has all information necessary to determine proper processing. Returns - containing only Page 1, Page 2, and Schedule A (Form 940) or Schedule B (Form 941) Prior Year/Prior Quarter Any tax year/quarter that is prior to the one currently being processed PPU Payment Perfection Unit RRPS/RPS Residual Remittance Processing System RS-PCC Remittance Strategy for Paper Check Conversion - Check processing system used by Campus Support and Field Office sites for all checks, with a few exceptions. Those checks are still mailed to the Teller Unit in the SP Campuses. R&C/RCO Receipt and Control/Receipt and Control Operations Received Date Date the item was received in the campus. IRS received date stamp should agree with the date actually received. Remittance Usually means a check, but can be cash, money order, or any item of value SAMC Situational Awareness Management Center SB/SE Small Business/Self-Employed Business Operating Division (BOD) SCAMPS Service Center Automated Mail Processing System - sorts mail by the CFN (4-digit extension to the ZIP code) - Exhibit 3.10.72-5 Scannable Scan line on the form is legible and can easily be scanned by a machine SCRIPS Service Center Recognition/Image Processing System Secondary Sort Area where returns receive a "finer" sort using specialized criteria SEID Standard Employee Identifier (a five-character IRS employee/contractor number) SERP Servicewide Electronic Research Program Statutes A statute of limitation is a time period established by law to review, analyze and resolve taxpayer and/or IRS related issues. The Internal Revenue Code (IRC) states that the IRS will assess, refund, credit, and collect taxes within specific time limits. These limits are known as the Statute of Limitations. When they expire, we can no longer assess additional tax, allow a claim for refund by the taxpayer, or take collection action. Refer to the chart in IRM 25.6.1.6.5, Chart of Expedited Statute Processing, for specific return information. TAC (Taxpayer Assistance Center) Site There are approximately 400 IRS TAC Offices where taxpayers go for "walk-in" assistance with tax issues. TAC offices can process payments, but must transship returns to the appropriate Submission Processing campus for processing. TEB Tax Exempt Bonds (e.g., Form 8038 series, 8703 & 8328) - Filed in OSPC only. TIGTA Treasury Inspector General for Tax Administration TIN Taxpayer Identification Number is a number used to identify an individual or business entity. It can be a: Social security number (SSN) IRS number (IRSN) Individual taxpayer identification number (ITIN) Adoption taxpayer identification number (ATIN) Employee identification number (EIN) Vouchers Usually "stubs" of a CP notice, or a payment voucher that includes a line with the name control, other pertinent information and payment amount on a line running across the bottom line of the form W&I Wage and Investment Business Operating Division (BOD) With Remit Payment is attached to the return or document or "W/R" return is received from the Lockbox Banks. These returns/documents must be sorted separately. 3.10.72.1.7 (01-01-2018) Related Resources There are various areas within Receipt and Control that perform multiple duties. It is suggested that you become familiar with the duties and related IRMs that contain procedures related to your job. This does not mean that you are held responsible for knowing specific content in each IRM, but only that you are aware of their intent and know how to find information to perform your duties, when necessary. Batching and Numbering procedures are found in IRM 3.10.73. It may be helpful for you to also have a copy, or have access to a reference copy of this IRM. This provides information on Numbering documents with a specific DLN and the reason forms are sorted. Generally, when you have several sorts of the same form, the blocking series will be different, or a site wants to track them by adding a 5th digit to the Program Code. However, 5th digits are not listed in the IRM 3.10.73. Instructions for routing Undeliverable Mail, as well as Form 3210 guidelines are found in IRM 3.13.62, Media, Transport and Control. Refer to IRM 3.10.72.1.2 for a listing of other IRMs that may be helpful. Part 3 (the first number in the IRM string of numbers) means Submission Processing. If you want to locate another IRM for a function within Submission Processing, you can go to Internet Explorer, "Forms, Pubs and Docs" link (on the left side of the page), "IRM in PDF Format" link, then "Part 3" . This lists the IRM number and title for all Part 3 IRMs for your reference guide to find information about Entity, Deposit, Timeliness (Program Completion Dates), etc. Refer to IRM 3.0.230, Lockbox Processing Procedures. It contains the procedures for acknowledging the transmittal. Refer to the chart in IRM 25.6.1.6.5, Chart of Expedited Statute Processing as a reference guide for questions about the Statute ending dates for various returns. IRM deviations must be submitted in writing following instructions from IRM 1.11.2, Internal Revenue Manual (IRM) Process, IRM Standards and elevated through proper channels for executive approval. Service Center Directors, Headquarter Branch Chiefs and Headquarter Analyst do not have the authority to approve deviations from IRM procedures. Any request for an exception or deviation to an IRM procedure must be elevated through the proper channels for executive approval. Ensuring other functional areas are not adversely affected by the change and it does not result in disparate treatment of taxpayers. 3.10.72.2 (01-01-2012) Receipt of Incoming Mail This section details procedures for receiving and routing mail received at the IRS Submission Processing Campuses. Procedures for the Campus Support sites (Andover, Atlanta, Brookhaven, Memphis, and Philadelphia) are found in IRM 21.1.7, Campus Support. The volume for all incoming mail, Undeliverable mail from the USPS, and rejected mail from the Print Sites should be reported under OFP code 31-110-00000. Note: Do not take the USPS mail buckets outside of Receipt and Control. These belong to the USPS and they can claim possession of them at their discretion. 3.10.72.2.1 (01-01-2016) Maintaining Integrity of the Received Date All mail received in the Mail Room, Sorting, SCAMPS area requires the indication of the date received or accepted by the carrier. Retain integrity of incoming mail by date. Process all mail on date received. Do not intermingle separate days' receipts. Use the first-in, first-out (FIFO) method for controlling the mail in consecutive days. Note: For some days during peak periods, it will be impossible to open all the mail received on that day, but you must label the receipts with the current date to ensure accurate Received Dates are captured. These dates enable you to set the SCAMPS machine for the correct date received to be sprayed on envelope. Also, as you pull out the fats/flats/boxes (from USPS and PDS carriers), mark the container with the correct date received prior to routing to Extraction. Be sure to sample the cages of mail from the USPS (i.e., "clean the mail" ) to look for timely (or earlier) Postmarks and move them to the front. Generally, when you find one tray with dates out of order, there will be several other trays with older dates within the cage. Mail forwarded to the sorting area must have an attached control slip indicating the received date on each postal container. The control slip may be a piece of paper, a Center form, or a Form 3210, Document Transmittal. The control slip must be retained with the batch of mail when forwarding to the Extracting Area. Timely Filed Form 1040, Form 1040A, Form 1040EZ, Form 940, Form 941, and Form 943 (and possibly extensions) accepted at IRS Taxpayer Assistance Centers (TAC) or Field Offices will not be date stamped. For approximately 3 workdays after the grace period, look for the TAC Office Return Address on UPS Overnight packages or the Return Address on the enclosed Form 3210. If any of the form types mentioned above are enclosed with no IRS received date or the Form 3210 Release Date is the Due Date (or prior), mark the package as timely filed, by-pass Extraction, and route the non-remit forms directly to Second Sort to ensure they are not incorrectly date stamped. Ensure the remits are posted with the Return Due Date (RDD). See IRM 3.8.44, Exhibit 3.8.44-2 for RDD's. Note: If the TAC Office is located in Beijing, the received date should be either the earlier of the stamped received date on the enclosed returns or the Release Date on the Form 3210. Three of the foreign offices closed in 2015 - London, Paris, and Frankfurt. A date mark is applied to each envelope by the sorter (SCAMPS machine) during mail sorting. This date can be used to determine the IRS received date in cases where the stamped official IRS received date stamp is missing on a document. 3.10.72.2.2 (01-01-2018) Incoming Mail Sorting Operations This section includes Culling, Sorting, Reporting, and Delivery of processed mail. Inspect the mail and remove Misdirected (non-IRS) mail, Certified or Registered mail, and non-machinable mail that cannot be processed through the SCAMPS machine using the guidelines in this section. Process white mail, misdirected mail, and undelivered mail as detailed in this section. Use the SCAMPS machine to capture mail counts, and count the fats/flats/boxes by manual, estimates, or weighed estimates to prepare daily reports of total receipts. Prepare incoming mail for automated sorting as follows: Randomly sample each pouch or tray of mail received to ensure that the contents belong to the IRS and were not misdirected/missent by the USPS. Misdirected/Missent Mail is any mail item that was addressed to private citizens or business and not intended for the IRS. Return any missent/misdirected pouch, tray, or mail piece to the USPS. Follow the procedures outlined in IRM 3.10.72.5.9 if the mail was accidentally opened/sliced, date stamp Notice 1256 on the back and insert inside the envelope. Tape it back together neatly and give it back to the carrier. If the carrier is other than the USPS, line through Post Office on the Notice 1256 and edit the name of the carrier. Give the misdirected/missent mail back to the carrier. Do NOT put in an IRS envelope to forward, unless the envelope was destroyed or severely damaged. In that case, you will have to address an IRS envelope. Ask the USPS employee to provide you with some of the clear envelopes for re-packaging the mail piece, if the mailing address can be clearly read on the item we sliced. Note: If you notice any envelopes addressed to a State Taxing agency, but has the Campus City, State, include this package with the other returns for that state that have been detached and need to be forwarded to the appropriate state. In this case, attach the envelope to the State return. Identify incoming mail from external agencies (such as SSA, Department of Education) that is addressed to a taxpayer with the IRS Campus unique campus ZIP code see IRM 3.10.72.2.3. This mail can be destroyed after management review. It should not be returned to the originating agency. Identify and pull Undelivered Mail that may have been delivered with white mail for separate processing. Remove fats (envelopes that are thicker than 3/3″) and flats (envelopes that are larger than 6 1/1″ X 113/3″). Slice open these envelopes and forward them to Extraction. Separate any certified or registered mail mixed in with the regular mail and deliver to the on-site USPS employee. If no USPS employee on site, ensure the mail piece (with green card attached) is placed in the proper area for the USPS pick-up. Continue these culling (i.e., selecting, rejecting, etc.) operations while loading the conveyor belt on the Sorter. Place the mail on edge, faced and oriented correctly, with the bar codes facing the sequence sorter. Initialize the sorter for incoming mail operations as specified in the Operator’s Handbook. Select the most efficient standard sort scheme for a given batch of mail to yield the highest volume of sorted mail on the initial pass, and identify the greatest volume of remittance bearing mail. Note: Designate unselected with remittance and unselected without remittance pockets in each standard sort scheme. The remittance detector is only active on the first pass of any mail run. Any mail not selected for final sort on the first pass must remain unopened and be sorted to the with or without remittance pockets as appropriate. Mail must remain unopened in subsequent passes until the Code Format Number (CFN) is selected for final sort. Note: Sort all unreadable envelopes and envelopes that are mechanically mishandled to the purge pocket. Sort all mail pieces that enter the sorter as doubles or misreads to the reject pocket. Statistical sample mail pieces will also be directed to the reject pocket. Re-sort rejected mail pieces after separating pieces marked for a statistical sample. Maintain identification of sorted mail by form type and remittance status. Place sorted mail in trays and mark each tray with: form type, remittance status, and count. The sorter places a mark on every 25th or 50th piece of mail in each pocket. Use this mark to manually count the mail as it is trays, or use the pocket counter for that pocket. Perform all second pass sorts (fine sort) as necessary and process Undelivered Mail, Misdirected Mail, and White Mail to achieve a finer sort. Forward all mail to Extraction except when otherwise specified in this manual, or by local management. Upload all incoming run statistics to the host computer upon completion of an incoming run. Include undelivered mail 64 bit bar code information along with the daily run statistics. 3.10.72.2.3 (04-27-2022) Unique Campus ZIP Codes Each Submission Processing Campus (SPC) and the Philadelphia Campus is assigned a unique 5-digit Zone Improvement Plan (ZIP) code that allows the United States Postal Service (USPS) to expedite mail delivery to the IRS. The unique U.S. Postal Sectional Center Facility (SCF) ZIP Codes (also known as unique ZIP Code) for the IRS centers are as follows: BMF Submission Processing (SP) Campus Unique ZIP Code IMF Submission Processing (SP) Campus Unique ZIP Code Kansas City (KCSPC) 64999 Austin (AUSPC) 73301 Ogden (OSPC) 84201 Kansas City (KCSPC) 64999 Ogden (OSPC) 84201 Philadelphia (only Campus Support site with a SCAMPS machine) Unique ZIP — 19255. In addition, the SCAMPS machine has been programmed to identify the CFN whether used with ZIP Code 19255 or 19104. IRS return envelopes carry ZIP+4 codes that are provided to taxpayers in correspondence and "Where to File" instructions for tax forms. This code is the combination of the above ZIP Codes plus the 4-digit Code Format Number (CFN) codes assigned. See Exhibit 3.10.72-5 for a list of valid Code Format Numbers (CFNs) that can be read by the SCAMPS machine and sorted in the appropriate pocket. The street address for the Submission Processing Campuses, required by Private Delivery Services, are as follows: Submission Processing Campus Street Address (When Using Private Delivery Service) Austin (AUSPC) Internal Revenue Service 3651 South I-H 35 Austin, TX 78741 Kansas City (KCSPC) Internal Revenue Service 333 W. Pershing Road Kansas City, MO 64108-4302 Ogden (OSPC) Note: Mail addressed to IRS with ZIP code "84404" will be delivered, however the USPS has designated "84201" as the correct ZIP code and deleted "North" from the Street Address. USPS "Certified Mail" must be addressed with ZIP code "84201" . Internal Revenue Service 1973 Rulon White Blvd. Ogden, UT 84201 Note: Campus Support and TAC Sites will use the appropriate SP Campus Address shown above when mailing remits to the Teller Unit Stop Number. The "RS-PCC" , "Non-Remit" , and "CORR" documents can be in the package addressed to the Teller Unit Stop Number or in a separate package addressed to the Batching Stop Number. Sort package/box and give it to the appropriate function. Keep the Form 3210, Document Transmittal, with the documents, whether routed to the Teller Unit or Batching. Batching needs the Form 3210 to identify type of work, shown on the Form 3210. The Campus Support Sites are also called Accounts Management Centers (AMC). Currently, the sites are Andover, Atlanta, Brookhaven, Cincinnati, Memphis, and Philadelphia. If necessary to transship items to these sites, use the following address. Campus Support Site Mailing Address Andover Internal Revenue Service 310 Lowell Street Andover, MA 01810 Atlanta Internal Revenue Service 4800 Buford Highway Chamblee, GA 39901 Brookhaven Internal Revenue Service 5000 Corporate Ct. Holtsville, NY 11742 Cincinnati Internal Revenue Service 7940 Kentucky Drive Florence, KY 41042 Memphis Internal Revenue Service 5333 Getwell Road Memphis, TN 38118 Philadelphia Internal Revenue Service 2970 Market St. Philadelphia, PA 19104 Fresno Internal Revenue Service 3211 Northpointe Dr Fresno, CA 93725 Note: Refer to the Exhibits for the correct mail stop number, or check their Mail Routing Guide on SERP. Shipping personnel should regularly check the Mail Routing Guide for the various sites on SERP for any changes. Go to Explorer, SERP, Local Sites/Other tab, Mail Routing Guide, then the particular campus. Philadelphia sometimes uses the acronym "BLN" (Building Locator Number) as a prefix to the numerical location, but you only have to write the alpha and numeric characters. (e.g., BLN 4-F23.142, write 4-F23.142) 3.10.72.2.4 (11-01-2019) Types of Mail Received The main function of the Mail Room is to open, sort, count and route all incoming mail and packages to their appropriate destinations. Mail cages are delivered to mail function personnel for opening using SCAMPS, if available, or Slicers as an alternative. Daily counts of the different types of mail are maintained and logged onto the Daily Activity Log/Report. The majority of all incoming mail will be placed in trays and sent into the Mail Extraction unit to be processed. Receipt and Control should either have a "Funny Box" , or access to one, where returns can be placed for review by Return Integrity & Verification Operation (RIVO) or Frivolous Filer Program (FRP) on a regular basis. If your site does not have "Funny Boxes" set up in Receipt and Control, they should still identify any Frivolous Filer Program (FRP) returns, and refer them to the local FRP Coordinator. These items can be tax returns, Correspondence, or Undeliverable mail pieces. If there is any type of "protest" statement handwritten or attached that appears to be an imminent threat, give to your manager to report to TIGTA. Refer to IRM 3.10.72.17 for additional information. Exception: Some suspicious returns will not be placed in the "Funny Box" . They are batched and routed to Code and Edit for correspondence. Refer to IRM 3.10.72.17(10). The following subsections describe the various types of mail received with a brief description. 3.10.72.2.4.1 (01-01-2018) "Regular" Mail This term refers to mail items that are being sent into the IRS from Taxpayers, vendors, government agencies, and various other entities. This mail is usually addressed generically to the IRS with the city and state. These mail items can contain checks and should be processed immediately so the work can be expedited into the Mail Extraction area. Regular mail is usually opened and counted by the SCAMPS machine. Otherwise, Slicing Machines will be used. Direct all letter mail received from the USPS to the Mail Sorting area for processing. Mail received from the U.S. Postal Service (USPS) may be in various container types (e.g., pouches, trays, tubs, etc.). All mail addressed to a specific IRS organization, individual, or Management Official should be sliced and extracted in the Limited Area. Note: Some functions prefer to extract their own mail and this is permissible, as long as it is performed in the ventilated area and it is date stamped (as needed) prior to leaving the area. In some instances, the envelope is not properly addressed for SCAMPS to sort for these "Exception" functions. In that case, your site should supply each extractor with a list of organizations, including their applicable Mail Stop and/or a name that could be on the "Attention" line or enclosed Form 3210 to identify this "Exception mail" as not to be extracted. Route to the Admin Mail Room (or designated area). The designated individual(s) from these organizations will come to the Receipt and Control ventilated area to extract and date stamp their own mail, prior to exiting the area. Any remits included in these envelopes will be routed to Deposit. A Form 3244 should be prepared by the extractor, if the check or money order is not "perfect" and no source document will accompany the payment. Following is a list of some of the organizations that request to be on the "Exception" list, which is not all inclusive and will vary according to the campus: Accounting / Revenue Accounting and Control System (RACs), Criminal Investigation, Disclosure, TIGTA, Taxpayer Advocate, IRS Transactional Processing Branch (Payroll), Personnel, Labor Relations, Equal Employment Opportunity (EEO), National Treasury Employees Union (NTEU), etc. Most of the Confidential envelopes should be directed to organizations that prefer to extract their own mail. However, Extractors should use the following guidelines when you slice outside envelopes with enclosed "Confidential" envelope (8 1/2″ x 11″ pink or white with grey border, or the letter size version): If the outer envelope is sliced and a "Confidential" (e.g., "Confidential Mail - Open by Addressee Only" , "Sensitive Mail" , etc.) envelope is enclosed, refer the package to your manager or designated management official to extract. Note: Bargaining Unit employees from Receipt and Control should not extract contents that are "Confidential" . If the outer envelope is addressed to a function that chooses to extract their own mail (e.g., Labor Relations, TIGTA, Personnel, etc.), route entire package directly to the Admin Mail Room (or designated area). If the "Confidential" envelope contains tax returns or general correspondence, the manager will give it back to an extractor to date stamp and sort contents. If the "Confidential" envelope contains sensitive information, the manager will place it back in the envelope, staple the sliced portion of the envelope securely to ensure contents cannot fall out, then route to appropriate Admin Mail Room or mail stop. Note: Any personal mail, whether "Confidential" or not, should have the name and Mail Stop number of the person/organization on the outside envelope or mail piece before leaving the area. If the Mail Stop is not indicated on the incoming envelope/correspondence/Form 3210, refer to your manager to find them on Outlook or Discovery Directory and edit their mail stop number on the outside envelope. Do not route any "Confidential" mail without a clearly visible Mail Stop on the outer envelope. If an employee receives flowers or gifts through the mail (e.g., roses for Valentine's Day), contact the employee and make arrangements for pick-up outside of the Limited Area. (e.g., Administrative Mail Room, etc.) 3.10.72.2.4.2 (04-27-2022) Code Format Number "CFN" Mail When the taxpayer uses one of our return envelopes with the Unique ZIP Code and CFN, SCAMPS can quickly sort the mail to the correct pocket. If this mail is directed to Extraction within these pockets, it can make it easier for Second Sort/Clerical unit to route to the area using the CFN. See Exhibit 3.10.72-5. If an organization creates a new letter or notice and currently has an assigned CFN, they should inform the IT programmer to use this designated CFN. If the organization/function does not have an assigned CFN and has a considerable volume of notices, forms, correspondence they can contact the local Receipt and Control analyst at the site (if it is only received at one site), or the author of this IRM when the correspondence affects more than one Submission Processing site. Only sites with a SCAMPS machine can benefit from a CFN. Philadelphia, PA, Covington, KY and Fresno, CA are currently the only Campus Support sites with a SCAMPS machine. 3.10.72.2.4.3 (01-01-2018) Private Delivery Service (PDS) Private Delivery Services are those other than the USPS. These are FedEx, United Parcel Service (UPS) and DHL. Private Delivery Service (PDS) mail is delivered to the campus and routed to Extraction on the day it is received at the Campus. Misdirected mail received from a PDS must be returned to the carrier as soon as possible. Review the "To" section for any misdirected mail. If not sliced, put in a designated area for the carrier to pick up on the next delivery to the campus. If the mail gets sliced, refer to IRM 3.10.72.5.9 for proper procedures. Determination of IRS received date from a qualifying PDS is detailed in IRM 3.10.72.6.2.4 when no drop-off date is indicated on the shipping bill/label. Most of the envelopes received from a PDS are referred to as "flats" . Flats are envelopes 8 1/2 x 11 inches or larger that cannot be sorted on the SCAMPS machine. "Fats" are envelopes more than 3/8 inch thick, which are too fat to go through the SCAMPS machine. They are bundled together and processed as a group since they cannot go into the slicing machine due their thickness. Note: The bubble paper padded envelopes can be sorted with other fats/flats. Sort the padded envelopes with the "fuzzy padding" separately from the other fats and flats. Route them to Extraction following local procedure. The Extractor who opens these envelopes should try to open in a manner that causes the least distribution of the "fuzz" . Open them by either pulling the tab, or removing staples/tape on one end. Do not slice these on 3 sides; open wide enough to remove all contents. Keep them in a separate bag with your tag when routing to Final Candling from your other envelopes. Final Candlers should do a manual search of the inside of the envelopes and drop them back in the same bag for destruction to ensure the "fuzz" does not get on other mail to be candled or on the Final Candling tables. Extractors may use face masks and/or paper gowns to prevent any irritation to self, clothing, or table. Packages are boxes that can be delivered by any carrier (e.g., the USPS, or by a PDS such as FedEx, UPS, or DHL). All boxes must be sliced open before they leave the SCAMPS/Shipping room. Enter the incoming package Tracking Number and the name of the person to whom the package is addressed on the Package Tracking Sheet. Packages containing tax related material should be routed to Extraction. If addressed to an Individual or Administrative Mail (not an item to be processed or related to a tax adjustment), route it to the Administrative Mail Room for pick-up by the Addressee. Follow procedures outlined in IRM 3.10.72.2.4.1. Exception: During peak filing season, TAC Offices may route unopened Private Delivery Service (PDS) packages to the campus in a box with a Form 3210, Document Transmittal, showing the Tracking Number of the mailpiece. The packages are delivered to the nearest IRS office when addressed to a IRS location with a P.O. Box (such as a Lockbox Bank), since the Private Delivery Services can only deliver to a Street Address. The envelopes are usually addressed to a Lockbox in Charlotte, San Francisco, or Hartford, but can be addressed to any IRS P.O. Box address. The Charlotte TAC office will route to Kansas City. Hartford and San Francisco TAC sites will route to Fresno. The enclosed Form 3210 will either have the Tracking Numbers listed on it, or a listing of the Tracking Numbers will be attached. Leave the Form 3210 in the package and route the box to the Teller Unit/ Field Office payment section to extract the envelopes, post the payments, and acknowledge the Form 3210. TAC offices and Campus Support sites will process most payments through the RS-PCC (Remittance Strategy for Paper Check Conversion) system and route the returns to the Campus for processing. If the remits are "splits" , "multiples" , checks that cannot be read by the scanner (indicated by a RS-PCC literal stamp that has been lined through), or require the expertise of Payment Perfection in the Campus, the Field Offices and Campus Support sites will route these to the Teller Function Mail Stop Number. The Field Office has the option of sending 2 separate overnight shipments, or one shipment with all receipts. If mailed separately from remits, the "RS-PCC" and "Non-Remit" returns, as well as "CORR" (correspondence to be routed) will have another designated "non-remit" Stop Number (Batching). If combined shipment, the envelope will ALWAYS be addressed to the Teller Function stop number. Upon receipt, Teller Function will extract their "Remits" and leave the rest for Second Sort to fine sort and route returns to Batching. The "RS-PCC" returns will be stamped "Received with Remit" (and no amount edited) or green rocker under Balance Due amount. If they are Part-Paid, an amount will be edited to the right of “Received with Remit” or amount edited to the side of the green rocker. "Non-Remits" can be identified by the Form 3210, Document Transmittal, attached and should already be stamped with an IRS Field Office or Campus Support received date stamp (and no indication of "With Remit" , green editing, or green rocker). Route the packages or envelopes with the Form 3210 to Second Sort or Batching so the "types" are easily identifiable to them. They can acknowledge the Form 3210 and route copy for mailing. We will also request that Area Offices and Campus Support sites indicate the type of return by marking either a "$" sign or "W/R" for remit/RS-PCC, or "N/P" for no payment to help Batching ensure the return is blocked correctly. If you ever receive a bill for "Pay by Recipient" from a PDS because an IRS employee signed for the bulk receipt of packages, contact your HQ IRM Analyst for resolution. IRS is not responsible for the bill. 3.10.72.2.4.3.1 (04-21-2014) State Income Tax Levy Program (SITLP) Packages – (KCSPC Only) The package from the state will be addressed to the SITLP Coordinator and should be received overnight USPS or Private Delivery Service. Receipt and Control should date stamp the package and contact the SITLP Coordinator immediately upon receipt. The package will include a payment (check), and may also include an acknowledgement form to sign and return back to the state. The SITLP payment should not leave the secured area, nor be routed to Deposit. Normal procedures for maintaining security of the payment should be followed. In most cases, the SITLP Coordinator will ensure that the check is held by Receipt and Control/Cashiers until the TDA56 Runs are requested by Accounting and processed at either MCC (Martinsburg Computing Center) or TCC (Tennessee Computing Center). Follow local procedures initiated by the Coordinator. Note: The payment must not be retained for more than 24 hours. If it takes more than 24 hours for the coordinator to pick up the check, report it to the Receipt and Control Manager. The SITLP Coordinator will be responsible for ensuring that all aspects of the program operate correctly at the campus level, and will be the liaison with campus functions, computing center functions and state counterparts. For additional information, refer to IRM 3.8.45.24, State Income Tax Levy Program (SITLP). 3.10.72.2.4.4 (01-01-2018) Bulk Mail Pouch Route documents from bulk mail shipments (items received from another IRS Campus or Area Office) to a function within Receipt and Control for sorting or routing. The documents have been date stamped by the receiving office, if appropriate. Route any document/correspondence using the Mail Stop or function indicated in the mailing address on Form 3210. If no Mail Stop indicated, route to Second Sort or Correspondence unit using the local Maildex/Routing Guide. Route any returns that need to be processed to Batching or Second Sort. Note: Follow your local procedures for routing. If you’re trying to decide where to route, consider routing them to a pipeline function beyond Extraction to simply sort the form type or route correspondence. If it’s the same type of return (e.g., all Form 1040 series), then they can be routed directly to Batching or Second Sort. If they are a combination of BMF returns, then they should probably be routed to Second Sort to "fine" sort. Refer to Exhibit 3.10.72-11 for the contacts in the Batching unit, as well as the Mail Stop number to include on the Shipping label and Form 3210. During peak filing season, be sure to recognize if the package was mailed on or before the Due Date of the return. Campus Support and Area Offices should mail daily using Overnight service. In some cases, the Area Office will get Private Delivery Service packages intended for a Lockbox and they don’t have resources to open them. In this case, they will mail the unopened envelopes in a bulk shipment. Be sure to date stamp these returns with the correct received date. Allow the date they were received by backing up the day (consider weekend and holidays) when they were actually received in the Area Office. Area Offices/Campus Support will not date stamp timely filed Form 1040 series, Form 940, Form 941, and Form 943. If the package was mailed on or before the Due Date and received after the grace period, be sure to mark "Timely Filed" on the container. If there are other returns mixed in that do not have that due date, be sure to allow them the correct received date by rolling back your date stamp to the correct date. Bulk mail shipments should be assigned to a specific group/unit to avoid any possible errors with determining the correct received date by Extraction. Be especially careful with bulk submissions of Extension forms to ensure the received date is properly reflected (including no received date, if timely). Be sure to "make" them timely if they were dropped off at an Area Office timely. For IMF Extensions, Form 4868, this means they must be batched under the correct "timely" DLN. Shipping should acknowledge the receipt of the package by signing the Acknowledgement copy of Form 3210, Document Transmittal, returning the appropriate copy to the Sender, and keeping a copy in a retrievable file. If routing the "bulk" shipment to Batching, Extraction, or Second Sort, include one copy of the Form 3210 in the container to aid in matching received date on the documents to the subsequent shipping date. 3.10.72.2.4.5 (01-02-2020) Social Security Administration (SSA) Transshipments - (KCSPC Only) Some taxpayers inadvertently mail remits, tax returns, and correspondence to the Social Security Administration (SSA), instead of the Internal Revenue Service. SSA will forward all mail to KCSPC and separate the "remits" from "non-remits" on separate transmittals. The title of the Non-Remit transmittal is "Social Security Administration Transmittal of Material Forwarded to the Internal Revenue Service" , Form SSA-L1111; the Remit transmittal title is "Automated Remittance Control Record from Wilkes-Barre, PA" . Always date stamp the Social Security Administration's (SSA) transmittal form. The receiving function can date stamp the individual receipts. Route the "Remit transmittal package" to Deposit upon receipt. Do not sign or mail an Acknowledgement of the "non-remit" transmittal, Form SSA-L1111. Forward "non-remit" documents with transmittal to Second Sort/Batching to date stamp each document and sort/batch for proper disposition. Contact SSA Remittance Control Management Program Analyst regarding any problems or questions at ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡. 3.10.72.2.4.6 (01-01-2015) "P.O. Box" Mail "P.O. Box" Mail is normally delivered to the IRS in designated trays from the specific USPS Office. Note: All mail must be delivered to the Receipt and Control area and sliced in a Limited, ventilated area. No mail is delivered to another part of the campus by the USPS. All remit items are extracted from the envelopes before they leave the area. Open this mail using the slicing machines. Ensure that the correct date is set on the machine, and that the count has been zeroed out before you begin. Rubber band together in bundles and place a tag on the bundle with the P.O. Box number, current date, and the volume. Place the bundle on the mail rack, log in the finished count for the daily report, then send it to the Extracting area. The Campus should have a procedure to put this mail in a designated area as soon as it is extracted. Do not mix it with other correspondence (i.e., CP notices, letters, etc.) to be routed to Second Sort. It does not need a fine sort and can be immediately identified for routing to the area. If it does not come sorted from the USPS, then it must be fine sorted. Fresno Only - Some mail may be directed to the RIVO function and Form 3210 will indicate "RIVO External Leads, P.O. Box 24012, Checks" . Route the submission of checks, debit cards, etc. to RIVO. 3.10.72.2.4.7 (01-01-2018) Lockbox Mail The Lockbox Depository Bank(s) will forward daily all work processed, including unprocessables using the Lockbox Document Transmittal (LDT). The LDT should list the contents of the Lockbox mail out package(s). The LDT is generally provided in Box # 1. Acknowledge receipt of the package by verifying the contents listed on Page 1, Package Acknowledgement. Packages - Verify receipt of the following: Lockbox Field Coordinator (LFC) Package, if listed, verify the package is received and contact the LFC for pick-up. Deposit Error Rate (DER) Review Package, if listed, verify that the DER package is received and route to Improvement Team. Form 4868 Review Package, if listed, verify the package is received and route to Improvement Team. "Incompletes" Envelope, if listed, verify the envelope is received and route to Error Resolution following local procedures for your SPC. Note: Lockbox will deposit remittances made payable to IRS with incomplete information. Those related envelopes are enclosed in the daily receipts from Lockbox and the envelopes are forwarded to ERS to aid in proper posting ("Incompletes" ). IDT (Identity Theft) Returns, If a "Quantity/Volume" is indicated, pull them out of the box and route to Batching (These returns will have Form 14039 or an IDT annotation). Do not shelve these returns. Ensure they are identified as "Remit/IDT" returns to the person inputting to BBTS. This item is unique to the IMF LDT. With Remit Unprocessables - These items will be received in tamper proof bags. Forward to Pre-Batch (or Deposit area) for processing. Ensure that the bag is sealed and not opened, sliced, torn, or any other manipulation that would question the integrity of the bag(s). Alpha/numeric digits annotated in "Section 1 box" of the LDT. Caution: The alpha/numeric must match and cannot be transposed. Initial the Acknowledgement page in the appropriate field (inside the box SPC Initials Column in Section 1 of the LDT),whether all is correct, or you had to notify the LFC of any discrepancies. Sign and date at the bottom of the page. If multiple areas are responsible for verifying the package contents, both signatures must be at the bottom of the LDT. Fax/Email a copy of the signed Acknowledgement (Page 1) back to the bank daily, no later than (NTL) 2:00 p.m. campus time (time is negotiable between SPC and Lockbox site). Refer to IRM 10.8.1.4.16.6.3.2, Information Technology (IT) Security Policy and Guidance, Facsimile and Facsimile Devices, for additional information. Note: If multiple areas receive and verify the work (e.g., Extraction, Batching, and Cashiers), establish a system to ensure all Acknowledgement pages are faxed to the bank each day. File a copy of the LDT in chronological order. Retain all pages (copy of Page 1 and all "detail pages" ). Retention period for the LDT forms (including Managerial Review Logs) is 1 year. Retain a printed copy of the fax confirmation page with the date and time stamp and staple to the corresponding LDT page. A managerial review must be performed monthly to ensure all LDT’s were acknowledged to the Lockbox site. Keep a log sheet of the managerial reviews along with the transmittal retention copies and indicate Name of Reviewer, Date, and Comments. Comments should include your finding of the managerial review. For example, 22 transmittals reviewed; 2 were not signed; 1 missing date and time of fax. See Sample copy in IRM 3.10.73, Batching and Numbering, Exhibit 3.10.73-1, Lockbox Document Transmittal Log. When conducting a managerial review of the LDT’s you must review the following: LDT’s were faxed timely. If LDT’s were not faxed timely and/or there were fax transmittal problems, documentation of issue must be recorded and retained with that day’s LDT (i.e., e-mails to LFC and/or bank; weather related shipment delays). Employees initials were present in Section 1. Section 5 (signature section of LDT). Appropriate changes made to any discovered discrepancies on the LDT. LFC was notified of the discrepancy. Use OFP 31-140-37200 for acknowledging the LDT. Contact your LFC if you have questions, or refer to the Lockbox Processing Guidelines (LPG) or IRM 3.0.230, Lockbox Processing Procedures. 3.10.72.2.4.8 (01-25-2022) Registered and Certified Mail Process Registered and Certified Mail by agreement with the local Post Office. Follow the procedures below whether a USPS (United States Postal Service) employee is located at IRS (Receipt and Control area) or the local USPS facility scans the envelopes and removes the cards: The USPS or USPS employee should identify certified and registered mail by red stickers or green post cards affixed to each envelope. All certified and registered mail will be scanned by the USPS (or USPS employee) before the green cards are stamped with the IRS received date. The designated IRS mail clerk should stamp the IRS received date (or run through the date stamp machine) on the green cards to acknowledgement receipt. Once the USPS (or USPS employee) has finished scanning the certified mail, it is released to Extraction for processing. Date stamp the cards (or run them through the date stamp machine) and give them back to the USPS as soon as possible, generally within 24 hours. Direct any certified mail inquiries to the USPS (or USPS employee). The USPS has the responsibility of researching computerized certified mail records maintained by them. The Sender can usually track the mail piece on-line. If the Certified Mail receipts are not promptly received by the USPS, or they don't return ones sent back because the green card was still attached, report the problem to your local Management. They should contact the local USPS to resolve the problem. Ensure the Certified Mail cards have been detached by the Post Office (or USPS employee) before you begin extracting. If not, give back to the USPS to pick up these cages (or mail pieces) before you extract the mail. If a certified mail piece accidentally gets to Extraction, send the entire piece back to the USPS with the green card still attached. If you extract a piece of Certified mail and the envelope is either empty or contains blank sheets of paper, destroy as classified waste. In each mail drop, there are usually several trays of certified Undeliverable mail items (green and white labels) which are being returned back to the IRS. These are usually sorted into trays by the USPS, but some certified mail items can also be mixed in the trays of Undeliverable "non-certified mail" items. Follow the Undeliverable instructions in IRM 3.13.62-54, CP Notice Distribution and Mailing Guide for the disposition of these notices. Note: Some of the Certified Undeliverable notices issued by Collection can be destroyed and do not have to be extracted. Simply identify the notice number and destroy as classified waste. "Click2Mail" is a service provided by the USPS where the customer prepares their own electronic certified mail slip using www.usps.gov. The bar code is scanned by the USPS to provide an electronic notification that the package has been received by the IRS. There is no green postcard to detach from these envelopes. Ensure that the USPS has scanned them, if you have a question. Some functions have noticed that the Postmark Date on some Certified Mail pieces is much later than the "Acceptance Date" , resulting in erroneous penalty assessment. For any original return where the Postmark is either Missing or Postmark is not Timely (late), enter the Tracking Number on the usps.com website. If the dates are different, print the page, and staple it to the back. Date stamp the return with today's date; mark through the day portion and change it to the last day of the Grace Period (the day before the "Check Postmark Beginning" date. Charge time to OFP code 31-550-59607. Drop UPC for volume. Refer to the table(s) below. If the Acceptance Date is on or before the "Timely Postmark Date" , then it is the timely; it's only necessary to "Check Postmark" in the period immediately following the grace period. Note: If the "Acceptance Date" is after the "Timely Postmark" date, place a large check mark (✓) on the front of the envelope to indicate you checked it and the IRS Received Date is correct. Do not print the page from the USPS website. Date stamp return and continue processing. Note: For PY 2020 (tax year 2019) extensions postmarked by 7/15 will be considered timely. Note: For PY 2021 (tax year 2020) extensions postmarked by 5/17 will be considered timely. Note: For PY 2022 (tax year 2021) tax returns and extensions postmarked by 4/18 will be considered timely. Form Timely Postmark ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ Extended Due Date ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 1040 Series 15-Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Oct ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 4868 Extension for 1040 15-Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ Following are the IMF forms filed at AUSPC: Form Timely Postmark ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ Extended Due Date ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 1040, 1040A, 1040EZ, 1040NR, 1040NR-EZ, 1040-PR, or 1040-SS 15-Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Oct ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 1040, 1040A, 1040EZ, 1040NR, 1040NR-EZ, 1040-PR, or 1040-SS Note: If "out of the country" , due date and extended due date change. 15-Jun ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 17-Oct ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 2350 15-Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 2350 if "out of country" 15-Jun ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 4868 15-Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 4868 if "out of country" Note: Line 8 or 9 box should be checked. 15-Jun ♦ ♦ ♦ Following are BMF returns filed at KCSPC and OSPC: Form Timely Postmark ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ Extended Due Date ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ Second Extended Due Date ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ CT-1 28–Feb ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ CT-2 Q1 31-May ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ CT-2 Q2 31-Aug ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ CT-2 Q2 30-Nov ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ CT-2 Q4 28-Feb ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ Form 706 Form 706-NA 9 months after the date of death ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 6 months from Due Date ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 706-GS(D) 706-GS(T) 15-Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Oct ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 709 15-Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Oct ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 720 Q4 31–Jan ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 720 Q1 30-Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 720 Q2 31-July ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 720 Q3 31–Oct ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 730 last day of the month following the month that the wagers were reported (e.g. End of Tax Year is December 31, 2014, due date is January 31, 2015) ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 940 31–Jan ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 941 Q4 31–Jan ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 941 Q1 2–May ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 941 Q2 1–Aug ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 941 Q3 31–Oct ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 943 31–Jan ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 944 31–Jan ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 945 31–Jan ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 990 BL The 15th day of the 5th month after the tax period ending date. ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ ♦ 1041 15–Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Sept ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 1041 Note: If books and records kept outside of U.S., automatic 2 month extension. 15-Jun ≡ ≡ ≡ ≡ ≡ ≡ ≡ Note: For tax periods beginning 1/1/2016 and later, the extended due date will be 5 1/2 months or October 1 (10/1). ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 1041A 15-Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Jul ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Sept ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 1041-QFT (Domestic) 15-Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 17-Oct ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 7004 Extension for 1041 15–Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 1041-ES Q4 15-Jan ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 1041-ES Q1 15-Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 1041-ES Q2 15-Jun ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 1041-ES Q3 15-Sept ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 1065 15–Mar ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Sept ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 1065 Note: If books and records kept outside of U.S., automatic 2 month extension. 15-Jun ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Sept ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 7004 Extension for 1065 15–Mar ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 1120 Series 15–Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Sept ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 1120-C 15-Sept ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Mar ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 1120-S 15–Mar ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Sept ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 7004 Extension for 1120 15–Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 7004 Extension for 1120-S 15–Mar ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 2290 2290(SP) last day of the month following the month of the first taxable use (vehicle first used in February - tax return due March 31) ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 8027 28-Feb ≡ ≡ ≡ ≡ ≡ ≡ ≡ 30 days ♦ ♦ ♦ ♦ ♦ 8752 16–May ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 8892 15–Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ Following are BMF returns filed at KCSPC and OSPC: Form Timely Postmark ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ Extended Due Date ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ Second Extended Due Date ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 11-C 2-July ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 730 last day of the month following the month that the wagers were reported (e.g. End of Tax Year is December 31, 2014, due date is January 31, 2015) ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 940, 940(PR) 31-Jan ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 941 Q4 31–Jan ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 941 Q1 30-Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 941 Q2 31–Jul ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 941 Q3 31–Oct ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 941(PR)/SS Q1 30-Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 941(PR)/SS Q2 31-Jul ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 941(PR)/SS Q3 31-Oct ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 941(PR)/SS Q4 31-Jan ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 943 943(PR) 31-Jan ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 944 944(SP) 944(PR) 944-SS 31–Jan ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 945 31–Jan ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 990, 990EZ 15-May or 4 1/2 months after the tax period ending ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Aug ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Nov ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 990 PF 15-May or 4 1/2 months after the tax period ending ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Aug ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Nov ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ Form 990-T Trust 15-Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Jul ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 17-Oct ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ Form 990-T Corporation 15-May or 4 1/2 months after the tax period ending ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Aug ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Nov ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 1041 15–Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 17-Sept Note: For tax periods beginning 1/1/2016 and later, the extended due date will be 5 1/2 months or October 1 (10/1). ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 1041A/5227 15-Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Jul ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Sept ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 1041-N 15-Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 17-Oct ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 1041-ES Q4 15-Jan ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 1041-ES Q1 15-Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 1041-ES Q2 15-Jun ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 1041-ES Q3 15-Sept ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 1041-QFT (Foreign Address) 15-Jul ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 17-Oct ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 1042 15-Mar ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Sept ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 1042-T/1042-S 15-Mar ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-May ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 1065 15-Mar ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Sept ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 1065 Note: If books and records kept outside of U.S., automatic 2 month extension. 15-Jun ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Sept ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 1065-B 15-Mar ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Sept ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 1065-B Note: If books and records kept outside of U.S., automatic 2 month extension. 15-Jun ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 17-Oct ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 1066 15–Mar ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Sept ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 1120 Series 15–Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Sept ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 1120-C 15-Sept ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Mar ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 1120-F 15-Mar ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Sept ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 1120-S 15-Mar ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Sept ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 1120-FSC 15-Mar ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Sept ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 1120-POL 15-Mar ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 3520 15–Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 17-Oct ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 3520-A 16-Mar ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Sept ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ 5227 15–Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 5330 See IRM 3.30.123.10.10 ♦ ♦ ♦ ♦ ♦ ♦ ♦ ♦ ♦ 5500-EZ (CY) 31-Jul ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 7004 for 1120 series 15-Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 7004 for 1120-S 15-Mar ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 7004 for 1065 15-Mar ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 7004 for 1066 15-Mar ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 8038-CP Form 8038-CP has different due dates based on which "fixed" or "variable" rate check box is marked. Fixed rate bonds are due no later the 45 days prior to the Interest Payment Date Variable rate bonds are due no later than 45 days after the Interest Payment Date 8038/8038-G 15th day of the second calendar month after the close of the calendar quarter in which the bond was issued ♦ ♦ ♦ ♦ ♦ ♦ ♦ ♦ 8038-GC For a single issue (1) File on or before the 15th day of the second calendar month after the close of the calendar quarter in which the issue is issued, or (2) for a consolidated return (multiple issues), file on or before February 15th of the calendar year following the year in which the issue is issued 8038-B/8038-TC 15th day of the second calendar month after the close of the calendar quarter in which the bond was issued ♦ ♦ ♦ ♦ ♦ ♦ ♦ ♦ 8328 Must be filed by the earlier of (1) February 15th of the calendar year following the year in which the excess amount arises, or (2) the date of issue of bonds issued pursuant to the carryforward election 8703 March 31st after the close of the calendar year for which the certification is made 8752 16–May ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 8804/8805 15th day of the 4th month following the close of the partnership's tax year Can file Form 7004. 8804/8805 For partnerships that keep their records and books of account outside the United States and Puerto Rico, the due date is the 15th day of the 6th month following the close of the partnership's tax year. Note: The box at the top of the Form will be checked. Can file Form 7004. 8813 15th day of the 4th, 6th, 9th, and 12th months of the partnership's tax year Can file Form 7004. 8868 for 5227/1041A/990T Trusts 15-Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-July ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 17-Oct ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 8868 for 990/EZ/PF/990T Corp 15-May ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Aug ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 15-Nov ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ 8892 15–Apr ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ♦ ♦ ♦ ♦ ♦ ♦ 3.10.72.2.4.9 (01-01-2014) Sorting Undeliverable (UD) Mail These are mail items that have been mailed to the Taxpayer and are being returned to the IRS because they could not be delivered for some reason. The instructions for disposition of this mail are found in IRM 3.13.62-53, CP Notice Distribution and Mailing Guide. If you are interested in volumes captured on the Work Plan and Control (WP&C) report, the Submission Processing sites use Organization 31000, but the Function Program (OFP) code 140-00800 is consistent for Submission Processing and Campus Support sites. Refer to the Organization Function Program (OFP) Code website for the Campus Support specific Organization codes, if you need to research any management reports. 3.10.72.3 (01-01-2022) Mail Extraction and Processing General Extraction of mail will be performed in a controlled and Limited Area. All mail received in the Campus will be extracted only in the area of Receipt and Control that has a contained ventilation system. Some functions want to open their own mail. In that case, representative(s) from that function/area will be given access to the Receipt and Control area to open such mail within the secure area. All remittances (including Cash) found in these envelopes that are payable to IRS will be taken to the Cash Clerk/Deposit Function. Follow procedures in IRM 3.10.72.5.5 for handling cash and items of value. All correspondence and tax forms attached should be stamped with the official IRS received date before it leaves the limited area. When Area Office and TAC site mail is received with a Form 3210, Document Transmittal and includes Form 795 or /Form 795A, or Form 809 it will be routed to the Teller Unit (Field Office Payment Processing Program). Then, they will forward returns to Batching, once they process the remit. The Campus Support and Area Office/ TAC sites may include their Remits, Full Paid and Part Paid RS-PCC receipts, as well as non-Remit returns and Correspondence in the same package. These should have a received date stamp and can be routed directly to Batching. All should have a Form 3210 with the documents indicating the various "types" attached. Keep the Form 3210 with the "RS-PCC" and "Non-Remit" documents so that Batching will recognize whether they should batch as "with remit" . Do not remove them when extracting contents of the package. If no remit, the package, including the Form 3210 will be routed to Batching. Note: All envelopes, even ones marked "Sensitive Mail" , "Confidential Mail - Open by Addressee Only" , etc. are to be sliced and extracted in the Receipt and Control mail center in each Campus, since they can possibly contain remittance. If your site has local agreements with certain functions to deliver their unopened mail to a specific area within the ventilated area, then follow the "Exception List" procedures. See IRM 3.10.72.3.1 for additional details about an "Exception List" . The Extraction clerks in Receipt and Control are not to extract "Confidential" envelopes. If the outer envelope is not addressed to one of the Exception functions, give it to your manager to extract and determine disposition. See IRM 3.10.72.2.4.1. Exception: All boxes mailed to IRS must be sliced open in the SCAMPS area, checked for any tax returns to be processed and/or remits, then routed to the Admin Mail Room. The addressee can pick up the package in the Admin Mail Room where they can open the box and verify all parts/items are received (e.g., computer equipment for IT, parts for machinery, etc.). All areas of Extraction and Batching must maintain received date integrity since all forms and correspondence that are routed to another area or transshipped to another site should be date stamped. All returns that are to be processed should be date stamped as directed in the charts in the Exhibit 3.10.72-6 through Exhibit 3.10.72-8. Note: If a return is referred to a "Funny Box" and taken out of the area, the function will edit the Julian Date in the upper left corner (in lieu of a received date, if the tax return is timely filed and does not require a received date stamp). This will aid Batching if the return is sent back for processing when the received date/Julian Date is input. Mail received from Service Center Automated Mail Processing System (SCAMPS) must remain in the sorts as received, or by the SCAMPS date stamped on the envelope. The SCAMPS machine sorts the mail by the Unique Campus ZIP Code and Code Format Number (CFN). The CFN is the 4-digit code following the ZIP code. These codes are defined in Exhibit 3.10.72-5. It is also suggested that the campuses take advantage of the SCAMPS machine sorts and keep the mail in those sorts within Extraction. The SCAMPS operator can make several "passes" using the machine to fine sort, reducing the volume of "mixed" mail in Extraction. Also, use the CFN in the City, State, ZIP line in either the Mailing Address or Return Address on the correspondence to aid in correctly routing mail generated by IRS. Mail must be extracted in the following order, based on management discretion: ACS "With Remit" code format numbers (CFNs) sorted by SCAMPS (includes 0020 in OSPC) or Remit sorts identified by the check reader Flats and Fats Certified/Registered Mail Balance Due notices (where the check reader does not identify a remit enclosed) Estimated Tax (ES) Payments All others in received date order Note: Take advantage of the check reader equipment on the SCAMPS machines and process the remits first. Although certain sorts are mandatory per this IRM, it is the right of any center to add additional sorts either by enhancing a required sort, or by introducing a new sort. However, management must maintain accurate records for each added sort in order to locally support any increased funding/staffing request. Caution: Any "local sort" requirements should not be used as a means of circumventing, diverting, or preventing a quality review problem from another area. Refer to IRM 3.10.72.5.5 if a remittance is attached. 3.10.72.3.1 (01-23-2013) Administrative ("ADMIN" ) Mail Rooms The "Admin" Mail Rooms are "mini" Post Offices for the entire campus for some Incoming and Outgoing Mail. Admin mail can be segregated from the mail that needs to go to Extraction by looking for various Mail Stops, Functions, and Names on the envelope/shipping label. SCAMPS can route it directly to the Admin Mail Room 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. Some common examples of Admin Incoming Mail include, but are not limited to the following: IRS to IRS Mail – Addressed to a specific person or functional area, route to the Admin Mail Room if the function is on the "Exception" list, or if the package is not tax related information to be processed. Admin Mail Room 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 Mail Room for disposition. For example, if an Exam function routes cases to CCP (Centralized Case Processing) in a campus, do not extract all 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. Office Supplies, Computer Software/Hardware - These boxes will be sliced in the SCAMPS area and delivered to the Admin Mail room for the recipient to extract and verify the contents in the ventilated area. Some examples are computer equipment for IT, supplies delivered by Office Max (or another vendor), etc. "Exception List" - All sites have agreements with some functions that choose to extract and date stamp their own mail in the Admin 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 Admin Mail Room. If the package addressed to a specific function or person contains a Form 3210, the individual or designee for the function should sign their own Form 3210 and keep the copies. There is also an Outgoing Mail function necessary to service employees in the Campus. They accept: Mail to be metered on the Paragon machine Outgoing Certified Mail (prepared by the function/area) Small packages, flat envelopes, and boxes that require UPS Ground, Next Day Air, or 2nd Day Air delivery service. 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. Original Identification (ID) not needed for processing (i.e., Driver's license, picture ID, etc.) Note: The Admin Mailroom is not the Machine Services area that is responsible for bulk mailing of letters/notices. These instructions are found in IRM 3.13.62. All mail accepted as Outgoing should contain the complete Name, Street Address, City, State Code, and ZIP in the format acceptable for the USPS or UPS (Street Address). If it is going to another IRS office, be sure it includes a Stop #. If mail is submitted with a P.O. Box and the request is for Overnight or 2 Day Air, request a street address. United Parcel Service (UPS) is the contract carrier for IRS Private Delivery Service (PDS) packages. PDSs will not accept mail addressed to a P.O. box. Use all available resources such as Outlook, Discovery Directory, SERP (Who/Where tab), IRM 3.10.72.2.3, and the Routing Guide Exhibits in the back of the IRM to obtain a street address and mail stop number for all outgoing mail to other IRS sites. 3.10.72.3.2 (01-01-2022) Taxpayer Bill of Rights (TBOR) The Taxpayer Bill of Rights (TBOR) adopted by IRS in June 2014 outlines the ten fundamental rights of taxpayers. Publication 1, Your Rights as a Taxpayer was updated to include the modified language from the Taxpayer Bill of Rights. Taxpayers have the right to receive prompt, courteous and professional assistance in their dealings with the IRS. They are to be spoken to in a way that is easily understood and any correspondence from the IRS must be clear and understandable. They have the right to speak to a supervisor whenever quality service is not received. 3.10.72.3.3 (06-07-2022) Limited Physical Items The following items are generally prohibited from the secure Limited Area within Receipt and Control. There are some exceptions if they are related to a medical condition or a religious practice: Lunch Bags/Boxes Non-Transparent Beverage Containers, unless inspected upon exit 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 carry small items on their person in and out of the secure area as long as such items are displayed in clear plastic bag(s). The use of the camera function on a camera capable cell phone / íPad is prohibited without FMSS approval. In any case, all Service employees must take personal responsibility to ensure that no photographs of NSI (National Security Information IRM 10.9.1), SBU (Sensitive But Unclassified), taxpayer data, PII (Personally Identifiable Information), or other sensitive information are taken. In addition, personally owned equipment must not be connected to IRS systems and networks directly or via VPN (Virtual Private Networks), as outlined in ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡. First line Managers or a designated representative will conduct at a minimum one monthly random review of each employee in Receipt and Control to ensure compliance with all security policies as they relate to personal belongings described above in the secure area. The review will be completed at start of shift and/or upon entrance to the secure area by the Manager. Management will maintain documentation that includes the: Date Unit Number Employee's Name, Identifying Number, or SEID Description of restricted item(s) found – (If no restricted item(s) found, indicate "None" on the check sheet.) Reviewer's Initials Note: If there is a medical or religious "exception" to any of the items listed in IRM 3.10.72.3.3 above, notate that in the "Comments" section (e.g., "allowed to wear hijab/burqa/kippah/yarmulke" , "needs medical supplies in ice pack bag" , etc.). There is no official approved form for this review and form should be prepared locally. All forms from each Unit should be maintained in a binder located in a central area and available for review by the designated person performing the monthly review, or any Management Official. Retention period for the forms is one year, including the current month. Visitors are only permitted to carry articles into the limited area which are absolutely necessary to conduct their business while working in the area (e.g., portfolio, notepads, repair kit or manual, binder, paper documentation). Managers are to discuss the policy of prohibited articles with the visitor and determine whether the item is necessary for conducting business within the limited area. Inspection of the items are not necessary upon entering the area, however these items must be inspected prior to exiting the limited area. If the door monitor observes a visitor upon exiting with an item that is prohibited, they must notify management. Management, or a designee, must physically inspect the visitors’ portfolio, notepad, repair kit or manual prior to the visitor existing the limited area. During unprecedented times face masks are permitted when there are health risks involved. A transparent laptop bag or backpack is permitted inside the limited area only when transporting an official government assigned laptop by authorized management personnel. Before entering the limited area remove the transparent laptop bag from the non-transparent laptop bag and transport it into the limited area. Leave the non-transparent laptop bag in the locker. Enter the limited area with the laptop inside the transparent bag. The transparent laptop bag and laptop is subject to inspection upon arriving and leaving the limited area. When leaving the limited area, exit with the laptop in the transparent laptop bag, retrieve the non-transparent laptop bag from the locker and place the transparent laptop bag inside of the non-transparent laptop bag before exiting the facility. 3.10.72.3.3.1 (01-01-2022) Physical and Operational Security This section provides guidelines to meet physical, operational and system security needs to prevent damage to the sorters, computers, software and to prevent disclosure of taxpayer data in the sorting area. Physical and operational security must be maintained as follows: Lock the Sorter room and the Server Computer room when unattended. Deliver all processed incoming mail to the Extraction area properly identified as with remittance, "with remit," or non-remittance, "non-remit." If secure space is not available, store excess "non-remit" mail in an unsecured area adjacent to extraction or other secured storage area. Advise the appropriate Extraction employee of this location. Particular attention must be given to safeguarding money and tax information. For any IRS received date stamps or any other type of sensitive rubber stamps (e.g., signature stamps, etc.) that need to be destroyed, follow these instructions: Include Form 3210, Document Transmittal, signed by the manager or their designee. Pack the stamps (along with your Form 3210) in boxes that are suitable for the shipment, following PII guidelines in IRM 10.5.1.6.9.3, for shipping. Ship UPS 2nd Day Air to: Internal Revenue Service Memphis Campus Facilities Management and Security Services (FMSS) Stop #9424 5333 Getwell Road Memphis, TN 38118-0000 ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ Note: Any specific questions can be addressed to ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡. 3.10.72.3.3.2 (01-01-2022) Suspicious Packages and Reporting Physical Security Incidents IRS has established procedures to ensure that mail is handled safely. Mail room 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 FMSS, TIGTA, SAMC and all other contacts in multiple areas and by phones in the RCO area. In most IRS campuses, you are unable to call 911 from an IRS phone. Follow the local procedure to call FMSS or the Security Console to call 911 for you. If night shift, weekend, or holidays (e.g., not the "normal hours" of operation), then a "after hours" phone number should be accessible on or near the phones in the work area. 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 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 the Situational 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 FMSS contact or the Security Console to call 911. Contact your FMSS. Have their name and work phone (as well as 24/7 phone number) posted in multiple areas and by phones in the RCO area. Call the TIGTA National Hotline at 800-366-4484 during normal working hours for immediate assistance. Note: After regular business hours, call 800-589-3718. This number reaches an answering service which answers all calls from all locations in the United States 24 hours a day 7 days a week. The answering service will contact the on-call TIGTA agent. 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 on proper evacuation plan provided by the local FMSS. The area should be restricted to only authorized persons. Take the following steps: Immediately report the incident to a supervisor. 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. The Supervisor will immediately contact the local FMSS. Note: FMSS will contact local law enforcement authorities. The Supervisor will contact Department and Operation officials. The Supervisor will contact TIGTA at 800-366-4484 during normal working hours for immediate assistance. Note: After regular business hours, call 800-589-3718. This number reaches an answering service which answers all calls from all locations in the United States 24 hours a day 7 days a week. The answering service will contact the on-call TIGTA agent. The Supervisor will contact SAMC (Situation Awareness Management Center), within 30 minutes of incident discovery. Phone 202-283-4809 or (toll free hotline) 866-216-4809, or E-mail samc@irs.gov 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. In addition to reporting the incident to the Supervisor, the Employee who discovers the incident should remember to do the following: Do not touch your eyes, nose, or other body parts. Thoroughly wash hands with soap and water. Stay in the secured area until you are directed to another location by FMSS or Emergency Personnel. Try to remember details about the incident so that you're able to help prepare your statement for SAMC. Each site has an Occupant Emergency Plan (OEP). You should be familiar with your Captain for your area and know where you should exit, then stand during any evacuation. This includes 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 FMSS. Managers and/or their designated representatives, as well as all employees, should be familiar with the physical security incident and emergency reporting procedures. IRM 10.2.8-1, Types of Incidents, contain additional detailed Incident Reporting guidance. 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 FMSS analyst and/or your P&A 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. 3.10.72.3.3.3 (01-01-2022) Service Center Automated Processing System (SCAMPS) System Security System security must be maintained through the following steps: Follow system shutdown procedures in the Operator’s Handbook when terminating mail-processing operations. Do NOT provide systemic entry codes to non-operator personnel. 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. If you have any questions about the operation of the machine, ask the Contractor assigned to the Campus. 3.10.72.3.4 (01-01-2022) Local Desk Procedures Guidelines Some Submission Processing campuses have developed local use desk procedures to be used in conjunction with the IRM. All employees should receive an IRM during Training and have access to an updated one throughout the year. If a computer is available, they should know how to find the latest IRM on SERP. Such procedures are only to be used to: Supplement existing IRM procedures, and/or Aid Local Routing procedures (e.g., Maildex) All existing local procedures must be reviewed by the Operations Manager or designated employee upon receipt of Servicewide Electronic Research Program (SERP) Alerts or new IRM revision to ensure local procedures conform to the intent of the Headquarters’ procedures outlined in the IRM. Unit Managers must have a signed approval on file from the responsible Operations Manager for all Submission Processing local desk procedures. Note: The signed approval must reflect the current processing year and current IRM revision. 3.10.72.4 (01-01-2013) Related Internal Revenue Manuals (IRMs) The Taxpayer Bill of Rights (TBOR) lists rights that already existed in the tax code, putting them in simple language and grouping them into 10 fundamental rights. Employees are responsible for being familiar with and acting in accordance with taxpayer rights. See IRC 7803(a)(3), Execution of Duties in Accord with Taxpayer Rights. For additional information about the TBOR, see Taxpayer Bill of Rights Batching and Numbering procedures are found in IRM 3.10.73. It may be helpful for you to also have a copy, or have access to a reference copy of this IRM. This provides information on Numbering documents with a specific DLN and the reason forms are sorted. Generally, when you have several sorts of the same form, the blocking series will be different, or a site wants to track them by adding a 5th digit to the Program Code. However, 5th digits are not listed in the IRM 3.10.73. Instructions for routing Undeliverable Mail, as well as Form 3210 guidelines are found in IRM 3.13.62, Media, Transport and Control. Refer to IRM 3.10.72.1.2 for a listing of other IRMs that may be helpful. Part 3 (the first number in the IRM string of numbers) means Submission Processing. If you want to locate another IRM for a function within Submission Processing, you can go to Internet Explorer, "Forms, Pubs and Docs" link (on the left side of the page), "IRM in PDF Format" link, then "Part 3" . This lists the IRM number and title for all Part 3 IRMs for your reference guide to find information about Entity, Deposit, Timeliness (Program Completion Dates), etc. Refer to IRM 3.0.230, Lockbox Processing Procedures. It contains the procedures for acknowledging the transmittal. Refer to the chart in IRM 25.6.1.6.5, Chart of Expedited Statute Processing as a reference guide for questions about the Statute ending dates for various returns. 3.10.72.5 (01-01-2018) Extraction of Envelope Contents Envelopes must be opened and contents removed/extracted. This includes envelopes attached to packages or wrapping paper. If contents are accidentally torn/sliced, repairs must be made immediately in a manner that will allow proper processing. Ensure document lies flat (e.g., "smooth out" or "back fold" ) in sort bin. Emptied envelopes must be candled to ensure that all contents were removed before you attach it to the document, or put in your Candling bag. Refer to Final Candling instructions in IRM 3.10.72.5.6 for details on how envelopes should be sliced or opened to ensure all contents are extracted. Mail must always be sorted into at least two categories for each Domestic and Foreign form type: Forms, returns and documents with remittance. Forms, returns and documents without remittance. Any form, return or document not falling into one of these categories will be routed according to the Routing Guide or local Maildex. If 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). For Form 1040 series returns, ensure the Form W-2 is stapled to left middle of return. Refer to IRM 3.10.72.5.7 for procedures for attaching envelopes. Be aware of remittances being placed in unsuspected places. Form 990T received in from CPA’s in bulk, do not need to be stapled in RCO prior to sending to SOI. If a Fingerprint Card is received, ensure it is securely attached to the package. Do not staple the Fingerprint Card. 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 RIVO. CP 11 CP 12 CP 59/CP 759 CP 63 CP 2057 Form 8009-A or any "C" Letter (other than Letter ) Form 1040X is attached Date stamp both and move the correspondence to the back. Route to 1040X Unit. 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 ICT to make the adjustment, not CSCO. Letter 4281A Letter 4281B Letter 4281C Letter 4281E Letter 4281F Letter 4281G Form 1040 series return is attached Move the letter to the back if no correspondence and continue processing the return. Note: If there is correspondence, write "detached return" on it and route to ICT. Route the return to Batching. When an IRS letter/CP notice stub is received with a form, route according to the form. This usually occurs when a taxpayer responds with a Collection form (Form 433 series, Form 9465, etc.). Route the package to CSCO or ACSS. When a return is received with a Gift/Credit/Debit card (that is in lieu of a check for a balance due), the card is to be taken immediately to the unit manager. The manager will record the last four digits of the Credit/Debit card number, expiration date and the taxpayer's name and last four digits of the SSN on a Form 4287, just as done when cash or item of value is received with a return. Identifying information from a Gift Card will be recorded, in lieu of value when the card does not show a value. The card(s) will be hand-carried to the Deposit Function where it will be returned to the filer. Be sure to keep the envelope (or Return Address information) with the card. See IRM 3.8.45.5.9. Returns with credit card numbers written on them should be forwarded to the Batching function unaltered. When an original form of identification (ID), such as a driver's license, Social Security card, any picture ID, etc. is received that is not an item of value or something that could be construed as a form of payment, place original documents in an envelope to protect them and attach the envelope securely to the back of the tax return/application with a binder clip or staple the envelope only if you can ensure the documents are not damaged. If it could possibly be needed by another function or is related to the correspondence, then leave it attached. Ensure it is stapled securely to the back, or use a binder clip to attach. If unsure, refer to your manager. 3.10.72.5.1 (11-01-2019) Routing Guide/Maildex The official Routing Guides for this IRM are found in: Exhibit 3.10.72-1, Routing Guide/Local Maildex Exhibit 3.10.72-2, Correspondex "C" Letters - Routing Guide Exhibit 3.10.72-3, Computer Paragraph (CP) Notices - Routing Guide, and Exhibit 3.10.72-4, Miscellaneous Documents/Forms/Correspondence - Routing Guide Use the Routing Guides as an aid to help you properly route Documents and Forms, in addition to your local Job Aids and Maildex. If the Address is complete on the Exhibits, that means it is always transshipped to the site when received in a site other than the one listed. If the space is blank in this column, you may enter your local Mail Stop. In addition, all Campuses should develop their own local Maildex with local Stop Numbers and IDRS ranges for various functions to expedite routing to the proper area. Note: If the "Destination" in the Routing Guide Exhibits in the back of this IRM or text indicates "Accounts Management" ("AM" ), that means it should be routed to your local ICT. Do not physically transship that work to another site. Let the ICT function scan it and electronically route it to the correct site. There are a few exceptions. If the stop # is indicated, that means it must be physically mailed/routed to that Stop Number in Accounts Management. Note: If there is Form 3499, Informational Transmittal, attached to the front of a document, route it to the address indicated in the fill-in box at the top of the form. If incomplete, route according to the box checked or circled under the headings for the various function/campus. Each site should ensure that their Service Center Maildex is correct and updated on SERP immediately when a Stop Number changes, a function is added or deleted, etc. A designated individual should be notified by Management of any changes or corrections. When the "master copy" of the local Maildex is updated, new paper copies (including the revision date) should be distributed to all personnel in Extraction and Second Sort, including all areas without SERP access. If your Admin Mailroom or shipping area has a computer, they should access SERP to secure the correct Mail Stop number, if missing. Each package should be properly addressed, including Mail Stop number to aid the Receiving site in properly routing it. To find each site's Maildex: Go to Internet Explorer, Click on SERP (upper right corner under "Employee Tools/Services" ), Click on "Local Sites/Other" tab (follow tabs across top of page), Click on "Mail Routing Guides" , Click on the Site's Maildex where you are routing the package. A manager, or someone with access to IDRS, should provide you with a list of IDRS numbers and stop numbers associated with that IDRS number to help you properly route incoming, as well as Undeliverable mail. This is especially helpful when routing "C" letters. Any IDRS user should make sure that their Mail Stop # is correct on CC MESSG. If an individual transfer to another area, it is the responsibility of the individual and/or Manager to contact User Support (IDRS Security Accounts Administration staff) to make the correction. If you have access to a computer and want to look up an IDRS number shown on a notice/letter to aid in routing or performing your job, you can access IUUD (IDRS Unit & USR Database) using the following link: ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ Note: OSPC Only - Be sure to sort the CAF correspondence separately from the Accounts Management correspondence with CFN 0038 indicated on the correspondence. This is especially true for Letter 2475C. If the IDRS range is 04307 through 04314 and 04321, route to CAF Unit, M/S 6737. Each site should have a designated individual who updates the local Routing Guide, Maildex, and SERP (Local /Sites/Other-Mail Routing Guide) and has a standard procedure for passing this information to all functions throughout the campus. Austin and Fresno Only - If the taxpayer responds to the ASFR inquiry by mailing a "loose" prior year tax return (in some cases, it may appear to be "Statute Imminent" ) and does not include the pinkForm 3531 or Letter 2566 or Letter 2566R or Letter 3219-N, route the return to ASFR. Do not send to Statute or Batching if the envelope is addressed to the specific P.O. Box or ASFR Mail Stop number shown below: Austin ASFR Fresno ASFR P.O. Box 149338 Austin, TX 78714–9338 P.O. Box 24015 Fresno, CA 93779–4015 Stop 5501 Stop 81304 3.10.72.5.2 (11-01-2019) International and U.S. Possession Returns and Documents International returns are processed in two sites. Austin processes IMF forms and Ogden processes most BMF, unless form filing (e.g., Fiduciary, or Estate and Gift) is unique to CSPC. An International or U.S. Possession return is a return with a Foreign or U.S. Possession address. The names and State Codes of the U.S. Possessions are as follows: State Code U.S. Possession AS American Samoa FM Federated States of Micronesia GU Guam MH Marshall Islands MP Commonwealth of the Northern Mariana Islands PR Puerto Rico PW Palau VI Virgin Islands Some characteristics of a foreign return are as follows: A return with income from a foreign source (e.g., Form 2555, Form 8840, Form 8843 attached. Note: Form 5471, Information Return of U.S. Persons With Respect to Certain Foreign Corporations or Form 8938, Statement of Foreign Financial Assets attached to a tax return does not make it International; process as domestic. A return having Form W-2VI attached (Virgin Island Possession Sourced Income Only) should be transshipped to: Virgin Islands Bureau of Internal Revenue Service 6115 Estate Smith Bay, Suite 225 St Thomas VI 00802 A return with a Domestic address and Foreign partners (Form 8804) for foreign transferrer (Form 8288) A Trust created in a foreign country and owned by a U.S. person Note: An APO/FPO/DPO address is not a foreign address. Do not transship to an "International" site, unless there are other forms/schedules attached that make it "foreign" . 2018 Return with a Schedule 6 attached. Note: This is also submitted to identify third-party designee. If a foreign address is not present, and the address line on Page 1 of the Form 1040 is domestic, process as domestic. 3.10.72.5.3 (11-01-2019) International Sorting Instructions Remittance received with international and possession returns will be deposited where received. In most cases, International and U.S. Possession returns will be sorted and processed separately from all other returns and documents. If Foreign remit is received with any return, form, or correspondence, always date stamp the source document. If transshipped from a Lockbox and source document is not date stamped, stamp it with your campus date stamp using the Lockbox received date; edit "LB" beside the campus name. Exception: See IRM 3.10.72.12 for routing of a listing of foreign IMF taxpayers requesting an Extension to AUSPC. See IRM 3.10.72.13.34 for special procedures for Form 7004 with an International or U.S. Possession address. It can be processed by OSPC or KCSPC, unless it's for a Form 1120-F (code 15). Then, it must be processed by OSPC. Use the following table to determine the correct site for processing the following International or U.S. Possession Forms and Extensions: Form Process at the Following Site: All IMF International and U.S. Possession returns AUSPC All BMF International and U.S. Possession returns OSPC, Mail Stop 4091 Exception: If the form filing is unique to KCSPC, as shown below, it is processed in KCSPC. International (and domestic) Estate tax returns (Form 706 and Form 709) KCSPC International Exempt Organization (EO) returns: Form 990 series Form 1041A Form 1120-C Form 4720, or Form 5227 OSPC Form 2350(by itself or attached to Form 1040) Note: Keep package together. AUSPC Note: For a list of U.S. Possessions and their State Codes, see IRM 3.10.72.5.2. 3.10.72.5.4 (02-16-2016) Date Stamping Acknowledgements Taxpayers and tax preparer's sometimes request the IRS to acknowledge receipt of data. Extractors should sort the Acknowledgement request (i.e., letter/copy of return, etc.) and stamped, self-addressed envelope in your "CORR" (correspondence) sort for Second Sort/Correspondence to stuff the envelope and put in the mail. Acknowledge the presence or IRS receipt (not validity) of any group of returns or documents on a listing shown on an attached letter. Also, acknowledge a "copy" of a return when attached, if the taxpayer specifically requests acknowledgement of receipt and provides a stamped, self-addressed envelope. Stamp the acknowledgement letter "Received by Campus, (date), (city, 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 acknowledgement letters, only the first one. If a stamped, self-addressed envelope is not enclosed, ignore the request. Move the request to the back of the return or correspondence. Continue processing the original Form(s) or correspondence. Attach the acknowledgement "Copy" or letter to the stamped, self-addressed envelope and put it with your Correspondence sort. Second Sort (or another function) will 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 acknowledge. 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. Note: If you receive unclaimed property documents destroy as classified waste. 3.10.72.5.5 (01-03-2022) Extraction of Envelope Contents for Returns and Documents with Remittance Types of possible remittances the IRS campus may receive for processing can include any of the following. Personal Check Money Order Cashier’s Check Cash or Gold Coins (U.S. Currency Only) Note: Call out "Cash" (or follow local procedure). Business Check Certified Check Voucher Check Treasury Check Draft/Postcard Type Check 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. Immediately stamp all checks (non-government) with your "Treasury" stamp that are intended for payment of taxes, unless the Payee is shown as one of the following: United States Treasury U.S. Treasury United States Treas. Note: The abbreviation "Treas." is acceptable when used in conjunction with "United States" or "U.S." , Internal Revenue Service (not the abbreviation or acronym "IRS" ) Department of the Treasury Dept. of Treasury Note: The abbreviation "Dept." is acceptable when used in conjunction with "Treasury." Immediately stamp all returned government Refund checks. These will be made payable to an Individual or a Business. Use the stamp with the literal, "Unless for Credit to the United States Treasury this Instrument is Non-Negotiable" . Do not over stamp the government check if: the government check is made payable to the "United States Treasury" , or the word "VOID" is written on either the front or back of the check. 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 PPU (Payment Perfection Unit) following normal procedure to route to Refund Inquiry. Note: If the Returned Refund Check appears to be related to ID Theft, then follow the routing instructions below. RIVO (Return Integrity & Verification Operation); has a group in Kansas City, known as "External Leads" who works this program. 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 - RIVO External Leads. Personal check is written because a Refund Check was cashed and the taxpayer thinks they received the check due to "ID Theft" , or the taxpayer is unsure why they got the check, but does not mention ID theft. Route to Kansas City - IVO External Leads. Note: Follow normal overstamping procedures as outlined in (2) above. A check is received from one Financial Institution and made payable to another financial institution (e.g., Citibank to Green Dot). Route to Kansas City RIVO External Leads. Note: In the Name Control section of the spreadsheet and Form 3210, enter complete names of Payor and Payee. There is no need to overstamp these checks. 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 Kansas City RIVO External Leads. 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 Kansas City RIVO External Leads. Check is attached to Letter 4115C, or Letter 4464C, or Letter 4883C. Route to Kansas City RIVO External Leads. If a Refund Anticipation Loan (RAL)/Refund Anticipation Check (RAC) - refund check issued by a bank, is: Then Extraction will: Note: Some sites prefer to route all RAL checks to PPU for determination and disposition. Ensure proper handling and verification of receipt. Endorsed by the taxpayer Overstamp "U.S. Treasury" and route to PPU. "VOID" is written on the front or back of the check, or it is not endorsed on the back by the taxpayer Route to Kansas City RIVO External Leads. Note: Refund Inquiry will not accept any of these checks issued by a bank. The explanation from the Preparer or the taxpayer for returning the check does not have to be "ID Theft" related for you to route to Kansas City External Leads. Also, there is no need to overstamp since they are "Void" . Attached to a Form 1040X Route Form 1040X to "1040X unit" and follow above procedures for handling the check. The check will be forwarded to either PPU (if a negotiable 3rd party, when endorsed) or to Kansas City External Leads (if "VOID" , or not endorsed). Attached to a Form 14157, Form 14157-A with a Form 1040 or Form 1040Xpackage Route the check to Kansas City RIVO External Leads. If a Form 1040 or Form 1040X attached to the Return Preparer forms, route the entire package to ICT. Attached to a CP 75 Route CP 75 to Exam and follow above procedures for handling the check. Set up a basket in Extraction area for the Extractor to place checks (including attached correspondence) that are to be routed to Kansas City RIVO. This basket is in addition to the IMF "Funny Box" returns routed to the local RIVO from Extraction. Do not mix the returns and checks in the same basket. Note: All Treasury checks should be stamped with the "Non-Negotiable" stamp before they are placed in the basket (unless "VOID)" . Do not overstamp the RAL/RAC checks you mail to Kansas City. A designated person (Manager, Lead, designee) will create the Excel spreadsheet with the following elements. Check Number Name Control TIN Amount of Check Treasury Check (check if "Yes" ) Personal Check (check if "Yes" ) RAL or RAC Check (check if "Yes" ) 12345678911XYZ12 WASH 000-00-XXXX 1284.67 X 5568 SMIT 000-00-XXXX 5200.17 X 5471866 Citibank to Green Dot n/a 7463.28 X 1479783 "University Bank" to a taxpayer Last 4 digits shown in upper right corner 598.00 X E-mail the spreadsheet to the following addresses daily and mail receipts to the following, if any receipts are in the basket. ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡≡ ≡ ≡ ≡ ≡ ≡≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ Prepare a Form 3210. You may attach a copy of the spreadsheet to the Form 3210, in lieu of writing all of the elements on the Form 3210. Number the Spreadsheet with some type of unique system and indicate this on the Form 3210, so that you are able to reference the spreadsheet you attached. For instance, on January 15, 2018, put this date on the spreadsheet and number it #1. In the body of the Form 3210, write, "Spreadsheet #1 for January 15, 2018 attached" . Enclose the Spreadsheet and the checks (including correspondence, if any) inside a "To be opened by addressee only" and write "≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡" . 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. Maintain a separate file of these Forms 3210 and attach the Acknowledgement copy to your copy. Follow-up after 5 days, if no Acknowledgement copy is received. You may provide a fax number to the RIVO function to fax the Acknowledgement copy back to you, in lieu of mailing. If a mixture of items is mailed to you by Homeland Security, the USPS, or some other arm of law enforcement, sort the items and mail to RIVO site in Kansas City, including any debit cards. 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 Kansas City RIVO at the address shown above. Keep the USPS letter with the submission. Place your stamp underneath the "Pay to the Order of" designation. Note: Both stamps (U.S. Treasury and "Non-Negotiable" ) should be available at each Extractor's desk. Do not obscure any printing on the face of the check. When the phrase "Non-Negotiable stamp" is used in this IRM, it means the stamp that contains the language, "Unless for Credit to the United States Treasury this Instrument is Non-Negotiable" . In Payment Perfection area, they have another stamp with simply the phrase "Non-Negotiable" , which means, if stamped, the document is no longer a negotiable instrument (i.e., void). They are two different stamps with two different meanings. If you receive a check from a taxpayer that includes the phrase "Non-Negotiable" on the check along with "United States Treasury" as the payee, it is a valid check for IRS to deposit. Continue processing. All types of remittance are forwarded to the Pre-Batch Function, along with the tax return or source document. Keep remittance with source document; do not staple together. Leave the stubs attached to the check, unless the remit is an "AP" (meaning it is a stub with a perfect scan line). Keep envelopes attached to "imperfects" . Sort any Return with a Form 14039 or "IDT" or "TC 971/ 522" edited in the top margin of an IMF return separately. The remit can be processed as a TC 610, but batch with other ID theft returns. Do not shelve these Full Paid returns. Sort as "perfect" if the check contains a: Name One TIN Form Type, and One or more Tax Period(s) Sort as "imperfect" if: Name or TIN or Form Type or Tax Period is missing, or more than one TIN is shown, or it's a 3rd party check. Note: For BMF, use care for Forms with multiple series, such as Form 1120. If in doubt, route to Payment Perfection as "imperfect" . If "one remittance" is received with more than one return or document, assemble the multiple returns/documents to the back of the first in a staggered format. Route to Deposit as "imperfect" . See IRM 3.10.72.6.2 for date stamping of multiple returns and documents received in one envelope. If "more than one remittance" is received with only one return or document, stagger the checks. Route to Deposit as "imperfect" . All User Fee documents can be processed as "perfect" . A product review of overstamping Government/U.S. Treasury checks is required daily of each employee. This can be achieved by the lead, or designee for each employee's sorting table once daily, prior to forwarding of remittances to other areas/functions. Any return or document with an item of value other than a check or money order (e.g., gold, silver, jewelry, savings bonds, "loose" postage stamps, Treasury Notes/Bonds, Stocks, Gift Cards, Credit/Debit Cards) must be handled as instructed in "Handling of Currency and Items of Value" found in IRM 3.10.72.5.10, Processing Cash and Handling of Currency and Items of value. Refer to this reference for instructions for mailing retrieved fraudulent Debit Cards (or a mix of checks and Debit cards from one individual) to Kansas City. Note: RIVO External Leads only accepts potential Fraudulent debit cards. All other gift cards, reload-it cards, credit cards for payment of taxes should be sent to PPU to send back to the taxpayer see IRM 3.8.45.5.9 Acceptable remittance is defined as any means of documentation of legal tender and payment. The documentation must contain all valid information shown below to process the payment through the bank, or it is "imperfect" : Payee Money Amount Written or Numerical Bank Routing Number Checking Account Number Note: If the Bank Routing Number needs to be perfected or is mutilated, or the check appears to be "bogus" for any reason, route to Deposit as "imperfect" . Use the following chart to aid in proper stamping and routing of remittances received. If: Then: A remittance received alone in an envelope addressed to the Internal Revenue Service, no matter the condition (whether a 3rd party check and endorsed by the taxpayer or made out to one of the appropriate payee names, or not), must be Date stamp the envelope or check stub and overstamp "U.S. TREASURY" . Do not stamp over pertinent Taxpayer information. If your local procedures require, determine whether to sort check as "perfect" or "imperfect" . Check or Money Order is made payable to: IRS Cash or Payee is blank Overstamp with "U.S. TREASURY" . Check or Money Order is made payable to: U.S. Treasury US Treasury United States Treasury Internal Revenue Service Department of the Treasury Department of Treasury Note: The abbreviation "Treas" or "Dept" is acceptable. "U.S. TREASURY" overstamp is not required. Note: Some sites have a local procedure to overstamp all payee variations of "United States Treasury" ; follow local procedure. Check or Money Order is made payable to: Commissioner Social Security Administration or, variations of any agency or department of the United States Government or any third-party Note: If remits received with a transmittal ("Automated Remittance Control Record from Wilkes-Barre, PA" ) with any checks made payable to "Social Security Administration" , date stamp the transmittal and immediately route the package to Deposit. Do not tamper with the checks. Do not overstamp. Route to Deposit as "imperfect" . If a remittance is unsigned and the amount of the check or money order can be determined. Overstamp "U.S. TREASURY" . Check or Money Order is made payable to: Bureau of Public Debt "BPD" Note: If there is a Form 8947, Letter 4657, or Letter 4657, "BPD" is for "Branded Prescription Drugs" and the payee should be to the Treasury and should have been mailed to Ogden. Route to Payment Perfection in site where received. Overstamp "U.S. TREASURY" . If one check is payable to "BPD" and the other is to "Treasury" , overstamp "BPD" . Route check(s) and all attachments to Deposit as "imperfect" . Remittances drawn on foreign banks payable in U.S. Dollars through U.S. banks should have the U.S. bank’s routing symbol printed in MICR ink in the lower left corner of the check and have a nine-digit routing number. Overstamp "U.S. TREASURY" . Process with regular deposit. Remittances that are payable in U.S. dollars, drawn on foreign banks, and received with tax returns or documents Overstamp "U.S. TREASURY" . Route to Deposit as "imperfect" . Note: Always date stamp the source document. If transshipped from a Lockbox and source document is not date stamped, date stamp with the campus received date for the date received at Lockbox; edit "LB" beside campus name. A letter or note is enclosed indicating the remittance is to "ease the taxpayer’s conscience" . Overstamp "U.S. TREASURY" . Route to Deposit as "imperfect" . It will generally be anonymous, but they can deposit it. the memo portion of the check indicates for Trust Fund Only", or correspondence indicating this designation for payment Overstamp "U.S. Treasury" . Route to Deposit as "imperfect". the check is post-dated Do not overstamp. Date stamp envelope and route check and all attachments to Deposit as "imperfect" . Check or Money Order is mutilated Do not overstamp. Date stamp envelope and route to Deposit as "imperfect" . Government (non-IRS checks) check for payment of taxes made payable to "Department of Treasury" (IRS) Do not overstamp. Government (non-IRS checks) check for payment of taxes made payable to "ACS Support - IRS" Overstamp "UNLESS FOR CREDIT TO THE UNITED STATES TREASURY, THIS INSTRUMENT IS NON-NEGOTIABLE" . Government (non-IRS) checks made payable to other than"Department of Treasury" Overstamp "UNLESS FOR CREDIT TO THE UNITED STATES TREASURY, THIS INSTRUMENT IS NON-NEGOTIABLE" (unless "VOID" is written on front or back). Route check (along with return and any attachments) to Deposit. Returned Debit Card either returned to IRS by another individual or intercepted by the USPS as "possible fraud" (USPS intercepted will come back in a USPS envelope with enclosed note.) Refer to IRM 3.10.72.5.10. Consider this an "Item of Value" . Call out "Cash" when received in Extraction area. Note: If debit cards are returned with fraudulent Treasury checks, refer to procedures in (3) above for mailing to Kansas City RIVO External Leads. ACS payments or indication of "Levy" Payments Overstamp "U.S. TREASURY" . Note: Any correspondence regarding a Levy, etc. that is addressed to the ACS P.O. Box or ACS Mail Stop should be routed to ACS Support function. See IRM 3.10.72.5.11. Payment for User Fee Examples are: Installment Agreements (Form 9465, Form 433 series, etc.) Request for Photocopies of Tax Returns (Form 4506) Request for Transcript of Tax Return (Form 4506-T/Form 4506-T-EZ) Overstamp "U.S. TREASURY" . Site other than CSPC - Remit received for Form 706 series return Overstamp "U.S. TREASURY" . Route return and remit to Deposit. "Bill of Exchange" or "Registered Bill of Exchange" is received from a taxpayer authorizing the campus to settle their account through FedWire Do not overstamp. Route to Deposit as "imperfect" . MoneyGram receipts Do not overstamp. Forward receipt and any correspondence to ICT. Questionable remittances that resemble checks and money orders Do not overstamp. Route to Deposit as "imperfect" . there is a discrepancy in the numeric and written amounts on the remittance (e.g., check, money order, etc.) Do not overstamp. Route to Deposit as "imperfect" . Timely Filed 1040 Sort is determined by a review of Balance Due line on the return and the remit: If: Then: Remittance is the exact amount of the balance due on the return Sort as "Full Paid" and route to Deposit. Remittance is other than the exact amount of the balance due on the return (or, remittance is attached, but refund is shown and no entry for balance due) Sort as "Part Paid" and route to Deposit. There is a credit card confirmation number with a dollar amount written in the upper left corner of the return and the dollar amount matches the amount of balance due on the return Sort as "Full Paid" and route to Batching (Credit Card Confirmation Unit). There is a credit card confirmation number written in the upper left corner of the return and the dollar amount does not match the amount of balance due on the return or there is no dollar amount Sort as "Part Paid" and route to Batching (Credit Card Confirmation Unit). Field Office/Area Office date stamped a return with "Received with Remit" and NO Amount is edited beside it, or if Campus Support date stamped and "Green Rockered" the Balance Due line Sort as "Full Paid" and route to Batching. Field Office/Area Office date stamped a return with "Received with Remit" and an Amount is edited beside it (that does not match the Balance Due amount), or Campus Support stamped with a received date and edited a green amount beside the Balance Due line that is less than the amount on the Balance Due line Sort as "Part Paid" and route to Batching Note: "Full Paid" returns are traditionally shelved until after the peak processing is completed, but the money is posted to the account. Only timely filed Form 1040 family returns with remittance are categorized as Full Paid and shelved. BMF returns are classified as Remit and Non-Remit. If returns do not meet "Full Paid" criteria (includes all delinquent filed), sort item as "PART PAID" . Double check Balance Due returns or notices for the presence of a remittance, unless stamped with a Field Office/TAC site "Received with Remit" stamp indicating "RS-PCC" deposit, or Campus Support site edited a "green rocker" on the Balance Due line or edited an amount in green beside the Balance Due line or on a notice (less than amount of Balance Due). 3.10.72.5.5.1 (01-01-2011) Large Dollar Remits When a remittance ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ is received, the Extractor must immediately carry it to their Manager with the return or source document. The Manager must immediately carry the remittance (and return or source document) to the Deposit Manager. When a remittance ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ is received, it should be batched as "$100,000 or more" and routed to Deposit for same day processing. When a remittance of at least ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ is received, it should be batched, kept separate from other remittance of less than $50,000 and identified as "Large Dollar" . 3.10.72.5.5.2 (02-18-2022) Routing to Statutes The individual Campuses must determine the presence of statute control, entity, remittance perfection, etc., personnel within the Extraction area. All "Imminent Statute" returns (Tax Period 2018 and prior) should be sorted and expedited to the Statute Unit. This includes all Original or "Amended" returns with a Tax Period/Quarter of 2018 and prior. If the return is notated "Statute Cleared" , "No Statute Issue" , "Statute N/A" in the margin, or IDTVA, continue processing. Exception: Do not route any requested Original IMF return attached to a CP 59, CP 63, CP 259, CP 515, CP 516, CP 518, or CP 759 to Statute; instead, route to CSCO. If a CP 259, CP 518, CP 959, Letter 112C, Letter 282C, Letter 2255C or Letter 2284C is attached to a BMF return, move the correspondence to the back (if no indication that a response is required) and route the package to Batching. If correspondence requires action or a response, separate the correspondence from return. Route correspondence appropriately and route return to Batching. Exception: Due to the COVID-19 pandemic and subsequent SP and AM site closures, SP and AM have developed procedures for IMF 2018 and prior year original delinquent returns to bypass AM statute clearance and be processed as original returns. Please batch 2018 and prior year returns with a batch indicator of "STAT" in the batch ID and the specific year (e.g. STAT 2018). In addition, any 2018 and prior year returns previously cleared by AM statute will not be returned by SP to AM to be cleared again if the 90-calendar day statute stamp has expired. If a tax return is later found to be barred due to this process change, the barred case will not be charged to SP or AM. The barred case will be considered systemic and reported on the quarterly barred statute report under the responsible area "N/A" . Generally, for 2022, any calendar year, fiscal year, or quarterly return with a period ending in 2018 and prior should be sorted and expedited to the Statute Unit. If not routed to Statute, sort all IMF Prior Years separately to batch on an expedite cycle. Refer to IRM 25.6.1, Statute of Limitations Processes and Procedures. Be sure to stamp the received date and attach the envelope before routing to the Statute Unit. The ASED on quarterly filed tax return expires 3 years from April 15 of the year following the year for which the return was due or 3 years after the date the return was actually filed, whichever is later. Refer to the chart in IRM 25.6.1.6.4 for a list of all tax returns and the applicable ASED (assessment statute expiration date). Campus areas must route tax returns to the Statute function beginning with the expedited processing dates, which are shown in the chart in IRM 25.6.1.6.5. It is suggested that you make a copy of this page to keep for a reference. Do not route returns to Statute Control Unit if any of the following conditions are present: Any return(s) with indication of "Carryback" or "Net Operating Loss" ("NOL" ), or the "NOL" box is checked on an Amended Return. Keep package together and expedite to ICT. Marked IRC "6020 (b)" or "NFR" or "Secured by Exam/Collections" , "Secured by TE/GE" , "Secured by TE/GE EP Exam" , "Process as Original" , OIC, or Original IMF Returns in response to a CP 59, CP 63, CP 259, CP 515, CP 516, CP 518, or CP 759. Route to CSCO for them to make the notations shown below, or Note: If the taxpayer responds with an earlier tax period than the period requested on the notice or any type of Amended Return that is "Statute Imminent" , route those returns to Statute. "TC 59X" or "ICS" notated on the face of the return or "Process as Original" with a TC 59X in the margin, or Substitute returns prepared by Examination ("SFR" marked in top margin), or Returns received with IDRS Letter 2566 or Letter 2566R or Letter 3219-N, or pink Form 3531 attached, or "ASFR" notated in top margin, or envelope including a "loose" tax return (no notice or letter attached) is addressed to the ASFR P.O. Box or Mail Stop in Austin or Fresno - route to ASFR. Returns with indications of identity (ID) Theft which includes copies of police reports indicating ID Theft, Form 14039, Form 14039-B or Form 14039 (SP), Identity Theft Affidavit, copies of Social Security Cards, Passports, Driver’s Licenses, notation of "IDT" , or notation of Identity Theft on Form 8948 or other attachment, continue processing. Do not route any unsigned original IMF "Statute Imminent" returns to Statute function. 3.10.72.5.6 (04-05-2018) Candling Procedures (Initial and Final) After extraction, all envelopes must be reviewed, or "candled" twice to ensure that no contents are left in the envelope. The candling requirement is met by either: Passing the envelope over a light source to determine if contents remain inside, or Slicing the envelope on three sides, unfolding it, and inspecting both sides to ensure documents or remittances have not stuck to the envelope (see exceptions) Initial Candling After the envelope contents are removed, perform initial candling at the extraction table by: Passing the envelopes across the light on the extraction table OR slicing envelopes on three sides (see exceptions). Placing empty envelopes in a designated collection bag/container Tagging collection bag/container Contact manager or lead if the light on the extracting table appears dim If a site elects to slice all envelopes on 3 sides, the light on the extracting table is not required. Use the following chart to determine the proper Initial Candling procedure for the envelope type: If the envelope is: Then: Translucent; objects inside are visible when passed over a light Pass over the light on the extracting table, or Slice on 3 sides Opaque; objects inside are not visible when passed over a light source Slice on three sides Required to be attached to the return of document Slice on 3 sides AND attach to return or document. Note: For oversized envelopes, a portion of the envelope may be attached to the return or folded in half. Ensure postmark is present. See IRM 3.10.72.5.7 (3b) All others Slice on three sides Oversized translucent envelopes ("Flats" ) may require multiple passes over the light on the extracting table. Exceptions to Slicing on 3 sides. The following envelope types are NOT required to be sliced on three sides, but must be inspected to ensure documents or remittances do not remain inside: Opaque "fuzzy" padded envelopes which are insulated with loose materials should not be intentionally sliced. Use the pull tab or remove staples/tape from the envelope to avoid disturbing the material. A separate collection bag may be used to contain loose material. Opaque "slick" (combination paper plastic) envelopes, made of material designed to be tear-resistant, are not required to be sliced on 3 sides. Open the end, extract contents, and manually search the inside. Be aware that static electricity on slick envelopes may cause items to cling to the envelope. Sites may elect to slice slick envelopes on 3-sides, but it is not a requirement. Initial Candling Tag Each initial candling collection bag/container must include Form 13870 or a similar locally developed tag. Tag must contain: SEID or other identifying employee number, and IRS received dated. The tag should be easily visible when picked up. The tag may be the first item in the bottom of the bag, on top of the contents inside the bag/container, or secured to the outside of the bag/container. If tag is not visible, the "runner" or "sweeper" should request one from the Extractor prior to transporting to the Final Candling area. The runner or sweeper will transport the bags/containers of envelopes to the Final Candling area. They will be staged and worked in received date order. Final Candling Final Candling is the second review of envelopes after the extractors’ initial candling bags/containers are transferred to the final candling area. Use the following chart to determine the proper Final Candling procedure for the envelope type: If the envelope is: And: Then: Translucent Is sliced on one side Pass over a light source a second time Translucent Is sliced on three sides Pass over a light source a second time, or visually inspect to ensure contents are removed. One of the exceptions in IRM 3.10.72.5.6 (3) Sliced on one or three sides Visually inspect to ensure contents are removed. All others Sliced on one side or three sides Visually inspect to ensure contents are removed. Final candling may be performed on a final candling table or on an extracting table. Visual inspection may be done with or without a light source. Envelopes must be passed over the light in a single layer for optimal effectiveness. Do not overlay envelopes during final candling. After Final Candling, place envelopes in secure containers prior to destruction, recycling, etc. Management designates a location for secure containers of empty envelopes, adhering to guidelines in IRM10.5.1.6.10, Disposition and Destruction. Non-Remit Items Found in Final Candling Non-Remit items are not required to be recorded on the Form 13592, Final Candling Log. Non-Remit items or envelopes not properly sliced found during Final Candling must be attached to the Extractor’s Identifying Tag and given to management for feedback to the Extractor. Manager will determine the disposition of any item found. Certified green post card still attached to the envelope should be returned to the manager (does not include "Click and Ship" envelopes from the USPS). Remittances Found in Final Candling All remittances found during final candling must be recorded on Form 13592, Final Candling Log. Form 13592 may be completed by the employee who found the item during final candling or the manager may designate another employee to complete all or part of the entries. Ensure remittances are properly overstamped and securely attached to the identifying tag containing the Extractor's SEID and IRS Received Date. Complete final candling the entire bag before recording any remittances from that bag. Associate remittances to the identifying tag from the bag and set aside until that bag has been completely candled. Place remittances in a locked, secure container until they can be recorded on Form 13592. Note: Refer to IRM 10.2.15 for further information. Preparing Form 13592. Complete the following entries on Form 13592 in non-erasable ink: Today's Date - Current date. An entry is required for each day, whether or not items have been found. Time Discovered - Time of discovery. An entry is required for each day, whether or not items have been found. Item Discovered Name/TIN - Description of item found. Required for remittances only. Name and TIN on remittance if available. Annotate: No Items Found if no items were discovered for any given day. ID Number of Identifier - SEID or other employee number to identify the person who found the item. Employee Number - SEID or other employee number on tag. Tag Received Date - Date item was received in campus. Use SCAMPS date, Date Stamp, or Julian Date from tag. Amount Identified - Dollar amount of remittance. R&C Manager Initials and Date - Initials of manager or designee who reconciled items found and the date reconciled. Deposit Initials and Date - Initials of Deposit employee responsible for receiving all remittance found during final candling and the date received in the deposit function. If a log entry is made, then changed or deleted, write an explanation for the correction and draw a corresponding arrow to the deleted line entry. Both the preparer and the manager (or a designee) must initial and date the change. If more space is needed, sites may create a facsimile of Form 13592. The facsimile must capture the same information as Form 13592. For days when there are no final candling finds, indicate “No Finds” and the date on Form 13592. Multiple days with no finds may be recorded on the same sheet for the month. Continue filling up the entire page if it is the same workday. If the sheet is full, or another sheet started, or more than one sheet was needed for the same day, mark the sheets "Page # of #" at the end of the day, or before starting a new sheet the following workday. The designated employee will open the locked container, remove the contents, and match the SEID from the tag and amount on the check, to the entry on Form 13592, if present, and complete remaining line items. The manager (or designee) will sign in the "R&C Initials and Date" column on Form 13592 to reconcile entries against the contents. After reconciling, the manager or designee will photocopy Form 13592 and take the original and photocopy of the log, along with the remit(s), to the Deposit Function. Transfer of remittance(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 post the remits found that day. Make every attempt to deliver remittances multiple times on Friday, or ensure remittances found on Friday are taken to Deposit in time for processing. Avoid weekend carryover, especially a holiday weekend. Remittances found in Final Candling after the last daily transfer must be stored in a secure box or designated area temporarily, or overnight. The previous day's remittances must be taken to Deposit the following day in the first transfer. Remittances of $50,000 or more must be deposited on the same day discovered, if possible. Immediately notify the manager or lead that a large remit was found. A designated Deposit employee will initial and date the originalForm 13592 indicating receipt of the remittances in the "Deposit Initials & Date" column and keep the photocopy. The original signed (initialed) Form 13592 must be retained in the Final Candling area. Once Deposit has signed for the Remits, the candling tag should be given to the appropriate manager to provide feedback to the Extractor who left the remit inside the envelope. Form 13592 logs must be retained in one file or binder, separated by month, in consecutive date order. Retention period is 1 year, including the current month for the log sheets. The file must be available for the Campus Security Scorecard Review. Candling Controls The controls covered in IRM 3.10.72.5.6(12) through IRM 3.10.72.5.6 (14) are the responsibility of Receipt and Control management or a designated management official. Initial Candling and Final Candling must be performed inside the Restricted Area (Receipt and Control). Final Candling is generally performed at large Final Candling tables, but can be done at an Extraction table. During Initial Candling, another employee must be nearby or in the same unit/group. Boxes, carts, crates, etc. should not block the view of any employee performing Final Candling. Any employee performing Final Candling should be in clear view of another employee in the Restricted Area. These Final Candling rules apply whether performed at the large Final Candling Tables, or at Extraction Tables. Management should consider the layout of the restricted area when seating employees to ensure maximum visibility during Final Candling. Managers must ensure blank Form 13592, or a facsimile, are available in the Final Candling area for recording remittances found during Final Candling. The log sheets should be kept alongside the locked container. Final Candling should be performed no later than 5 work days after the IRS Received Date (10 work days during Peak Processing) to minimize impact to taxpayers. Do not use empty envelopes for any purpose, such as storing items, displaying on the wall as a "Job Aid" , etc. Refer to IRM 10.5.1.4.1, IRS-Wide Privacy Roles and Responsibilities, Employees/Personnel. Candling Equipment Internal Controls Maximum envelope recognition is determined by the measurement of foot candles (FC) through use of a light meter. Minimum reading on light meter should be 174 FC. Extracting tables not meeting the minimum requirement should not be used. Testing of all lights on Extracting Tables and Final Candling Tables in use must be completed twice yearly for IMF sites and four times a year for BMF sites to verify that candling equipment meets the minimum requirements. Note: This is a minimum standard. Sites may increase testing at their discretion based on findings. Note: Testing performed for the Campus Security Scorecard does not meet these requirements. Perform testing before peak mail receipt periods to allow time for bulb replacement. If bulb is below 174 FC, tag the equipment to ensure it’s not used. The light on the extracting table may be turned off if slicing all mail on three sides. Completing Form 14001; Candling Equipment Review Log Management or a designated Management Official must complete Form 14001 to document the candling equipment testing and actions taken. Notate the timeframe at the top margin of Form 14001 (e.g., 1st Bi-Annual Review, 2nd Quarterly Review). List ALL Initial and Final Candling tables on the log. Notate in the "Actions Taken" column beside any table(s) that does not meet minimum requirements to describe what is being done to correct the deficiency or simply indicate "Broken - Not in Use" . Annotate "Not in Use" for Extracting tables used only for slicing mail on three sides (with the light off) at the time of the review. Reviewer must sign the bottom of Form 14001. 3.10.72.5.7 (01-01-2022) Attaching Envelopes to Returns and Documents Attach envelopes to the back - left corner of returns or documents with the address and postmark/PDS label facing outward. See Figure 3.10.72-1 for an example of an envelope attached in a vertical position. See Figure 3.10.72-2 for an example of an envelope attached horizontally. For "short remits" , the direction the envelope faces is acceptable both ways (i.e., envelope can face outward or face the back, or not, as depicted in Figure 3.10.72-2). Figure 3.10.72-1 Attaching Envelope VerticallyFigure 3.10.72-1 is a 8 by 11 inch Form 1040A Page 2 with an envelope attached to back of return on top right side in a vertical position. Envelope postmark is facing outward. Return address on top left of envelope is Timothy Oak with a street address of 45 Onyx Street Phoenix, AZ 85026. Envelope is addressed to Internal Revenue Service Austin, TX 73301-0005. There are 4 text boxes to identify: where the 'staple' should be placed; the 'open side of envelope', the 'postmark', and 'back of form'. Please click here for the text description of the image. Figure 3.10.72-2 Attaching Envelope HorizontallyFigure 3.10.72-2 is a copy of a delinquent Form 4868 that requires the envelope to be attached horizontally. It has a vertical dotted line representing the incorrect way to attach an envelope to a voucher or stub. The entity on the Form 4868 is Azure M. Oak, 6111 Nova Blvd. Buffalo NY 14240.In the top left corner for Form 4868 is text box with 'ATTACH HERE' to show where the envelope should be stapled to the form.Below the horizontal envelope are 2 text boxes - 1 with 'CORRECT POSITION OF ENVELOPE' and another with 'The envelope can either face outward or back the back of the document, as shown above.'To the right of the dotted line, there is a text box with 'INCORRECT POSITION OF ENVELOPE'. Please click here for the text description of the image. If you attach the envelope to a tax return or correspondence, you must slice on 3 sides, no matter the size or color of the envelope. 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 3.10.72.5.6. For the larger USPS, FedEx, UPS, etc. envelopes/fats/flats/packages, you can either: tear the shipping label off the envelope/box and attach to the back of the return in the upper left with the postmark/shipping label facing outward, or tear off the back side of the envelope, fold in half if it exceeds the size of the form, and attach to the back of the return. When multiple returns or documents are received in one envelope and each requires a "postmark date" to indicate whether timely mailed, attach envelope to the 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 top left side margin using 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 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. Always attach envelopes and stamp received date on the following IMF documents. See additional comments to aid in routing or sorting IMF documents for processing: If Document is: Then: Current Year IMF return (or Form 4868 extension) beginning ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡, do not date stamp or attach envelope to current year timely filed returns. IMF Prior Year Sort separately. Fiscal Year (Tax Year ending other than "12" (indicating the month of December) Route to Batching by Form type. All Form 8379, Injured Spouse - If attached to a Form 1040 return, stamp both and place Form 8379 behind the return. Note: If a Form 1040X is received, refer to IRM 3.10.72.12(2). Route to Batching separately from other Form 1040 returns, since they require a special Blocking Series. Early Filed Decedent Route to Batching by Form type. Short Period (Tax Year/Period covers less than 12 months) Route to Batching by Form type. IMF Timely Filed tax return with missing Entity information (i.e., Taxpayer Name/TIN/Address), Attach the envelope and continue processing. Form 1040 series marked "KIA" ("Killed in Action" ) Route to Kansas City KIA Coordinator, Stop 6503. Refer to IRM 3.10.72.12. 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. Attach the envelope to the return with the earliest tax period. If original documents such as driver's license, passport, birth certificate are attached, 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. Transship to Stop 6052 AUSC. All Form 8857 (Innocent Spouse) Note: If you notice a Form 8857 is attached to a Form 1040 series return, date stamp and detach for routing to CSPC. Transship to CSPC, Stop 840F. IMF "ASFR" returns received with Letter 2566 or Letter 2566R or Letter 3219-N or pinkForm 3531, or any attachment indicating "Return Delinquency" , or the envelope is addressed to one of the "ASFR" P.O. Boxes or Mail Stop in Austin or Fresno. Refer to IRM 3.10.72.16.7 for routing instructions. Identified for the "Funny Box" and it will leave the limited area, date stamp, even if timely filed. Local CI and RIVO procedures dictate whether the returns are taken from the area. Also, if a IMF or BMF return is pulled by another function for the "Funny Box" and has a CI or RIVO stamp in the upper left corner. Roll back your date stamp to the edited received date to give it an official IRS received date stamp, if necessary. If stamped by "RIVO" , do not route to them again. Refer to IRM 3.10.72.17 for the various criteria. IMF returns received with an annotation of one of the following literals are to be processed as Amended (or Form 1040X) returns: Amended Copy – (Be careful with "Copy" . This can also be an indication of a request for an Acknowledgment. If received with another return, attach to the back and continue processing.) Corrected Duplicate Revised Substitute Supersedes Tentative Note: If an original return (Current Year and signed) is attached to an Amended return with an earlier tax period (shown on top line or Line B boxes), separate the original and amended. Sort separately. If the tax periods are vice versa, look for an indication of "Carryback" or "NOL" . If indication of "Carryback" or "Net Operating Loss" ("NOL" ), expedite to ICT and indicate "Expedite Processing" . Note: If an original return has a "pre-printed" literal, such as "Copy Only - Do Not Process" in the middle of Page 1, route these to the 1040X unit. Sort the Form 1040X for processing by the Submission Processing (SP) 1040X unit. Route to Batching. See IRM 3.10.72.5.7(8)3b below for additional information. All replies to IRS initiated mail, such as CP notices, "C" Letters, Forms, and Balance Due notices - place the IRS notice, letter, or Form on top. If a tax return is attached, date stamp the return and correspondence. Exception: If a Form 1040X is attached to a CP 11 or CP 12 or CP 59 or CP 63 or CP 759 or CP 2057, or Form 8009-A or any "C" Letter (other and a Letter 12C), move the Form 1040X to the top and route to the 1040X Unit. Exception: If a Form 1040 series is attached to a Letter 4281A, Letter 4281B, Letter 4281C, Letter 4281E, Letter 4281F, Letter 4281G and there is correspondence attached to the letter, write detached return and route to ICT; route the return to Batching. If no correspondence, move the letter to the back and route the return package to Batching. Sort as correspondence. Refer to Exhibit 3.10.72-2 for proper routing of "C" letters and Exhibit 3.10.72-3 for CP notices. Note: Route any Letter 12C with Form 1040X to IMF ERS. All correspondence, including taxpayer initiated correspondence/Forms. This includes correspondence written on behalf of the taxpayer from a Tax Preparer, Accountant, etc. or Forms submitted by or for a taxpayer, such as Form 2848 ("POA" ) or Form 8822 or Form 8822-A (Address Change). Refer to Exhibit 3.10.72-1 and Exhibit 3.10.72-4 if it's a Form or Miscellaneous correspondence for proper routing. Note: If the Taxpayer responds with copies of several IRS initiated notices, put the one with the most recent date (shown in upper right corner) on top and route according to that one. If an IDRS letter, always route using the IDRS number printed. Any return with a notation of "Secured" or OIC in the top margin or a "TC 59X" or "ICS" edited in the side margin. Continue processing. Do not route to Statute. Always attach envelopes and stamp received date on the following BMF documents. See additional Comments to aid in routing or sorting BMF documents for processing. If Document is: Then: Any BMF returns and Extensions Exception: Timely Filed Form CT-1 - Form 940 - Form 941 - Form 943 - Form 944 - or Form 945 series Continue processing. Sort for Batching. Note: All delinquent filed Form 94X series will be date stamped and envelope kept. Any return with a notation of IRC "6020(b)" or a "TC 59X" or "ICS" Continue processing. No special sort is required. All replies to IRS initiated mail, such as CP notices, "C" Letters, Forms, and Balance Due notices - place the IRS notice, letter, or Form on top. If a tax return is attached, date stamp it. Exception: If a CP 211 series (A - E) is attached to an EO return (Form 990, Form 990-EZ, Form 990-PF, Form 990-T, , Form 1041-A, Form 4720, Form 5227, Form 6069, or Form 8870), move the CP 211 series to the back and process the return. Sort as correspondence. Refer to Exhibit 3.10.72-1 and Exhibit 3.10.72-4 if it's a Form or Miscellaneous correspondence for proper routing. Refer to Exhibit 3.10.72-2 for proper routing of "C" letters and Exhibit 3.10.72-3 for CP notices. Note: If the Taxpayer responds with copies of several IRS initiated notices, put the one with the most recent date (shown in upper right corner) on top and route according to that one. If an IDRS letter, always route using the IDRS number printed. All correspondence, including taxpayer initiated correspondence/Forms. This includes correspondence written on behalf of the taxpayer from a Tax Preparer, Accountant, etc. or Forms submitted by or for a taxpayer, such as Form 2848 ("POA" ) or Form 8822 or Form 8288-B (Address Change). Sort as correspondence and refer to the Mail Routing Guides. Always date stamp and attach the envelope to all "claims" - Form 843, Form 1045, Form 1139, and Form 8849. If attached to an Amended return or copy of an original return, stamp both returns and keep together. Move the "claim" form to the top, attach amended or original copy to the back. When any "Claim for Refund" , or "Request for Abatement" is received, always do the following: Stamp the received date on all forms and staple envelope to the back of the Form. If the "Claim" form (i.e., Form 843, Form 1045, Form 1139, or Form 8849) has forms or schedules attached, put the "claim" form on top. Route/Expedite the "claims" to ICT. Exception: Route any Form 843 for "Branded Prescription Drugs" ("BPD" ) or "Health Insurance Provider Fee (IPF)" to OSPC, M/S 4921. Do not mix other Form 843 claims for other issues with the ones identified as "BPD" or "IPF" . If a Form 843 for "BPD" or "IPF" is received in a site other than Ogden, it must be transshipped to Ogden, M/S 4921. Route most Form 1040X returns to the 1040X unit in Submission Processing. Refer to the table below for specific instructions for IMF and BMF Amended Returns, Claims, and Injured Spouse claims. Exception: Route any Form 843 for "Tribal General Welfare Exclusion Act of 2014" , or "H.R. 3043" , "Notice 2012-75" , "Revenue Procedure 2015-35" , or "General Welfare" written across the top margin to OSPC, M/S 7700, GECS. Do not route to ICT. BMF Forms: Follow the specific instructions under the particular BMF forms in the table below to determine proper routing. Note: If any of these forms meet Statute criteria, route to Statute first. Refer to IRM 3.10.72.5.5.2 for additional information.Any forms showing "Carryback" or "Net Operating Loss" ("NOL" ) as the issue must be separated and "expedited" to the appropriate function shown below. If Claim Form or, Amended Return is Received: Then Route to: Form CT-1X, or Form CT-1 marked with one of the following specific literals: "Amended" "Revised" , or "Corrected" CSPC, Stop 537G Team 402 Attn: Large Corp/Technical Unit Form 706, or Form 709 marked with one of the following specific literals: "Copy" "Amended" "Revised" , or "Supplemental" CSPC, Stop 824-G Attn: E&G Unit Form 720-X, or Form 720 marked with one of the following specific literals: "Amended" "Revised" , or "Corrected" CSPC, Stop 5701-G Attn: Excise Tax Unit Form 843 Note: This can be filed for an Individual or Business. ICT Note: If the issue is to claim a refund of "Branded Prescription Drug fee (BPD)" or "Health Insurance Provider Fee (IPF)" , route to OSPC, Stop 4921. If received in a site other than Ogden, it must be transshipped to OSPC, M/S 4921. Form 941X, or Form 941 marked with one of the following specific literals: "Amended" "Revised" , or "Corrected" ICT Form 943X, or Form 943 marked with one of the following specific literals: "Amended" "Revised" , or "Corrected" ICT Form 944X, or Form 944 marked with one of the following specific literals: "Amended" "Revised" , or "Corrected" ICT Form 945X, or Form 945 marked with one of the following specific literals: "Amended" "Revised" , or "Corrected" ICT Exception: If "Tribal General Welfare Exclusion Act of 2014" , "H.R. 3043" , "Notice 2012-75" , "Rev Proc 2015-35" , or "General Welfare" , route to OSPC, Stop 7700, Attn: GECS. Form 1042 with the "Amended" box checked (directly underneath the Tax Year) or marked with one of the following specific literals: "Amended" "Revised" , or "Corrected" ICT Form 1045 Note: Identify as "Expedite" for CIS/ICT and sort separately when routing to them. ICT Form 1065-X (With attached Form 1065, Form 1065-B, or Form 1066 (or schedules marked "Copy Only-Do Not Process" ), keep package together.) ICT Form 1120-X, or Form 1120 marked with one of the following specific literals: "Amended" "Revised" , or "Corrected" ICT Form 1139 Note: Identify as "Expedite" for CIS/ICT and sort separately when routing to them. ICT Form 5884-C, or Form 5884-D (and all attachments, including , original returns, amended returns and/or correspondence) ICT Form 8849 CSPC, Stop 5701-G Attn: Excise Tax Unit Any other BMF form with indication of Amended or Abatement or Claim for Refund ICT CP 259 with any BMF Amended return ICT Follow the specific instructions under the particular IMF forms in the table below to determine proper routing: Note: If any of these forms meet Statute criteria, route to Statute first. Refer to IRM 3.10.72.5.5.2 for additional information. If Claim Form, Amended Return, or Injured Spouse Form is Received: Then Route to: Form 1040X Route to Batching for the 1040X Unit. Note: Follow the chart for special circumstances or notations on the Form. Form 1040X"Disaster" return Expedite/Route to Batching for the 1040X Unit. Form 1040X"Streamline" or "Non-Resident/Non-Filer" program or initiative as the Description or Reason for Filing Austin - Identify as "Streamline" on Form 3210. Austin Only - Follow "Streamline" procedures in IRM 3.10.72.16.9. Form 1040X with indication of "Tribal General Welfare Exclusion Act of 2014" , "H.R. 3043" , "Notice 2012-75" , "Rev Proc 2015-35" , or "General Welfare" OSPC, Stop 7700, Attn: GECS If a CP 05 or CP 05 is attached to a Form 1040X Route to RIVO. If a CP 11, CP 12, CP 59, CP 63, CP 759, Letter 2057C, or Form 8009-A or any "C" Letter (other than a Letter 12C) is attached to a Form 1040X Move the Form 1040X to the top and route to the 1040X Unit. Note: Route any Letter 12C with Form 1040X to IMF ERS. If indication of "Injured Spouse" on a Form 1040X and Form 8379 is attached Route the package (Form 8379 and the Form 1040X ) to the 1040X unit. Do not separate the package. If indication of Health Care Tax Credit (HCTC) on a Form 1040X (for 2014) or if you notice Form 8885 is attached ICT If indication of "Premium Tax Credit" ("PTC" ) on a Form 1040X and: Form 8962 is attached, or Line 15 entry and the "8962" box is checked Route the package to ICT. Do not separate the package. With notation of "NOL" , "Carryback" , or the box is checked on Line 1 (new revision) or Page 2, Part II Expedite/Route to ICT and identify as an "Expedite" . With notation of NOL Carryforward or Carryforward ICT Form 843 Note: This can be filed for an Individual or Business. ICT Form 1045 Note: This can be filed for an Individual or Business. Always identify as an "Expedite" for ICT. ICT Form 8379, if "loose" Expedite/Route to ICT. When a filer or preparer inserts an "address sheet" inside of a window envelope and the envelope is not required to be attached, drop the "address sheet" in your candling bag. It does not matter if it stays inside the envelope, or you pull it out. It is not necessary to attach it to the back of the return. Note: When the envelope is required to remain attached to the form or document, ensure the "address sheet" is either stapled to the back of the return, followed by the entire envelope (or Return Address and Postmark portion of the envelope), or the "address sheet" remains intact inside of the window envelope. Figure 3.10.72-3 Figure 3.10.72-3 is a picture of a situation that requires a Dual Date stamp. It shows the outline of an envelope attached to the back of the first Form 945 with a received date stamp. The Form 945 shown below has a Dual Date stamp. Please click here for the text description of the image. 3.10.72.5.8 (01-31-2020) Mail Addressed to IRS with a State Return 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, American Samoa, or any possession/territory of the United States. Note: If a Federal return is received with an individual New York State (NYS) return and NO payment is included please forward to: State Processing Center PO Box 61000 Albany NY, 12261-0001 Note: If a Federal return is received with an individual New York State return and a payment IS included please forward to: State Processing Center PO Box 15555 Albany NY, 12212-5555 With-Remit: When a Federal return is received with a State return (or correspondence for the State): Money amount on check matches State Balance Due amount on the document, send check and document to appropriate State (including the date stamped envelope/return). Do not overstamp the check. Money amount on check matches Balance Due amount on the Federal document, send to Deposit Activity, even if made payable to state. These checks should be overstamped with "United States Treasury" (or "Non-Negotiable" ) stamp. Money amount on check does not match either state or federal documents, send to Payment Perfection. Do not overstamp checks when made payable to other agencies or third parties. Note: If the taxpayer submitted cash for the state tax return, mail it USPS "Certified mail" to the state with a Form 3210. Non-Remit: When a Federal return is received with a State return, use the attached Forms W-2 to try to determine the proper routing: If all copies of the Form W-2 (Copy 1 or Copy 2) are for the State, route the package to the State. If there are two copies of the Federal return and a state return attached, route one of the Federal returns to be processed. Attach the other copy of the Federal return to the State return and forward the package (State return and copy of Federal return) to the State. Some states require that you attach a copy of your Federal return when filing your State return. 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. Follow local procedures for misdirected mail. Exception: Forward all loose NYS individual tax returns to: State Processing Center Po Box 15555 Albany NY, 12212-5555 If a State return is attached to one of the following, keep together and route to the appropriate function. CP 2000 (Route to AUR) All collection letters (CSCO or ACS Support mail) If the taxpayer incorrectly addressed the envelope to IRS when the contents were intended for the State, we will pay the postage to forward to the State. Do not give this type of "misdirected/missent" mail back to the carrier. Use the State Department of Revenue (DOR) mailing address directory below to route misdirected State returns. State Returns With Remittance - Address Returns Without Remittance - Address Remittance Without Return - Address Overnight Express Mail - Delivery Address (e.g. FedEx / UPS) AK N/A (no state Individual Tax Return) N/A (no state Individual Tax Return) N/A (no state Individual Tax Return) N/A (no state Individual Tax Return) AL Alabama Department of Revenue P.O. Box 2401 Montgomery, AL 36140-0001 Alabama Department of Revenue P.O. Box 154 Montgomery, AL 36135-0001 Alabama Department of Revenue P.O. Box 2401 Montgomery, AL 36132-7467 Alabama Department of Revenue Gordon Persons Building Room 4203 50 North Ripley St. Montgomery, AL 3610436104 AR Arkansas Department of Finance & Administration PO BOX 2144 Little Rock, AR 72203-2144 Arkansas Department of Finance & Administration Tax Administrator PO BOX 8026 Little Rock, AR 72203-8026 Arkansas Department of Finance & Administration PO BOX 2144 Little Rock, AR 72203-2144 Arkansas Department of Finance & Administration 1816 W. 7th Street Room 2220 Administration Little Rock, AR 72201 AZ Arizona Department of Revenue PO Box 52016 Phoenix, AZ 85072 Arizona Department of Revenue PO Box 52138 Phoenix, AZ 85072 Arizona Department of Revenue PO Box 29085 Phoenix, AZ 85072 Arizona Department of Revenue - Processing Division 1600 W. Monroe Street Phoenix, AZ 85007 CA (CDTFA) California Department of Tax and Fee Administration PO Box 942879 Sacramento CA, 94279-7072 California Department of Tax and Fee Administration PO Box 942879 Sacramento CA, 94279-7072 California Department of Tax and Fee Administration PO Box 942879 Sacramento, CA 94279-3535 With Remittance: California Department of Tax and Fee Administration 450 N Street Sacramento, CA 95814-0013 Without Remittance: California Department of Tax and Fee Administration 450 N Street Sacramento CA, 95814 CA (FTB) Franchise Tax Board 9645 Butterfield Way Sacramento, CA 95827 Franchise Tax Board 9645 Butterfield Way Sacramento, CA 95827 Franchise Tax Board 9645 Butterfield Way Sacramento, CA 95827 Franchise Tax Board 9645 Butterfield Way Sacramento, CA 95827 CO Colorado Department of Revenue Denver, CO 80261-0006 Colorado Department of Revenue Denver, CO 80261-0005 Colorado Department of Revenue Denver, CO 80261-0008 CT Department of Revenue Services State of Connecticut PO BOX 2977 Hartford CT 06104-2976 Department of Revenue Services State of Connecticut PO BOX 2976 Hartford CT 06104-2976 Department of Revenue Services State of Connecticut PO BOX 2977 Hartford CT 06104-2976 Department of Revenue Services 450 Columbus Blvd., Ste. 1 Hartford, CT 06103 DC Office of Tax and Revenue PO Box 96169 Washington DC 20090-6169 Office of Tax and Revenue PO Box 96145 Washington DC 20090-6145 Office of Tax and Revenue PO Box 96169 Washington DC 20090-6169 Office of Tax and Revenue 1101 4th St. SW, 4th Fl. Washington DC 20024 DE DE Division of Revenue P.O. Box 508 Wilmington DE 19899 – 508 Office of Tax and Revenue PO Box 96145 Washington DC 20090-6145 Office of Tax and Revenue PO Box 96169 Washington DC 20090-6169 Office of Tax and Revenue 1101 4th St. SW, 4th Fl. Washington DC 20024 FL N/A N/A GA Georgia Department of Revenue PO Box 105408 Atlanta, GA 30348 Georgia Department of Revenue PO Box 105408 Atlanta, GA 30348 Georgia Department of Revenue PO Box 105408 Atlanta, GA 30348 HI Hawaii Department of Taxation P.O. Box 1530 Honolulu, Hawaii 96806-1530 Hawaii Department of Taxation P.O. Box 3559 Honolulu, Hawaii 96811-3559 Hawaii Department of Taxation P.O. Box 3559 Honolulu, Hawaii 96811-3559 State of Hawaii, Department of Taxation Princess Ruth Ke'elikolani Building 830 Punchbowl Street Honolulu, HI 96813 IA Iowa Income Tax Document Processing PO Box 9187 Des Moines IA 50306-9187 Iowa Income Tax Document Processing PO Box 9187 Des Moines IA 50306-9187 Iowa Department of Revenue PO Box 10471 Des Moines IA 50306-0471 Iowa Department of Revenue Hoover State Office Building 1305 E. Walnut Des Moines, IA 50319 ID Idaho State Tax Commission PO Box 56 Boise, ID 83756-0056 Idaho State Tax Commission PO Box 56 Boise, ID 83756-0056 Idaho State Tax Commission PO Box 83784 Boise, ID 83707-3784 Idaho State Tax Commission 11321 Chinden Blvd. Bldg. 2 Boise, ID 83714 IL Illinois Department of Revenue Springfield IL 62726-0001 Illinois Department of Revenue Springfield IL 62719-0001 Illinois Department of Revenue Springfield IL 62726-0001 Illinois Department of Revenue 101 W. Jefferson St. Springfield, IL 62702 IN Indiana Department of Revenue PO Box 7224 Indianapolis, IN 46207-7224 Indiana Department of Revenue PO Box 40 Indianapolis, IN 46206-0040 With Preprinted Vouchers: Indiana Department of Revenue PO Box 7223 Indianapolis, IN 46207-07223 PC Generated Voucher: Indiana Department of Revenue PO Box 7225 Indianapolis, IN 46207-7225 DOR does receive FedEx / UPS at the PO boxes. DOR states that delivery to the PO boxes is quicker than mailing to a street address. So, even for overnight mail, they request IRS use PO boxes. KS Christina Ines-Fed State Discovery Kansas Dept. of Revenue PO Box 3506 Topeka, KS 66601-3506 Christina Ines-Fed State Discovery Kansas Dept. of Revenue PO Box 3506 Topeka, KS 66601-3506 Christina Ines-Fed State Discovery Kansas Dept. of Revenue PO Box 3506 Topeka, KS 66601-3506 Christina Ines-Fed State Discovery Kansas Dept. of Revenue PO Box 3506 Topeka, KS 66601-3506 KY Kentucky Department of Revenue Frankfort, KY 40619-0008 Kentucky Department of Revenue Frankfort, KY 40618-0006 Kentucky Department of Revenue Frankfort, KY 40619-0008 Kentucky Department of Revenue Frankfort, KY 40619-0008 LA Louisiana Department of Revenue PO BOX 3550 Baton Rouge, LA 70821-3550 Louisiana Department of Revenue PO BOX 3440 Baton Rouge, LA 70821-3440 Louisiana Department of Revenue PO BOX 3440 Baton Rouge, LA 70821-3440 Louisiana Department of Revenue 617 N. 3rd Street 7th Floor, Room 785 Baton Rouge, LA 70802-5428 MA Massachusetts Department of Revenue PO Box 7003 Boston, MA 02204 Massachusetts Department of Revenue PO Box 7000 Boston, MA 02204 Massachusetts Department of Revenue P.O. Box 419540 Boston, MA 02241-9540 Massachusetts Department of Revenue 100 Cambridge Street Boston, MA 02114 MD Comptroller of Maryland Payment Processing PO Box 8888 Annapolis MD 21401-8888 Comptroller of Maryland Revenue Administration Division 1110 Carroll St. Annapolis MD 21411-0001 Comptroller of Maryland Revenue Administration Division 1110 Carroll St. Annapolis MD 21411-0001 Comptroller of Maryland Revenue Administration Division 1110 Carroll St. Annapolis MD 21411-0001 ME Maine Revenue Services PO Box 1060 Augusta, ME 04332-1060 Maine Revenue Services PO Box 1060 Augusta, ME 04332-1060 Maine Revenue Services PO Box 1060 Augusta, ME 04332-1060 Agency prefers that all returns/remittances go to the PO Box 1060 address. For overnight express mail: Maine Revenue Services; 51 Commerce Drive, Augusta, ME 04330. MI Michigan Department of Treasury Lansing, MI 48929 Michigan Department of Treasury Lansing, MI 48956 Michigan Department of Treasury PO Box 30774 Lansing, MI 48909-8274 They do not provide an overnight/express address for returns MN MN Department of Revenue MS 1422 600 N Robert St. St. Paul MN 55146 MN Department of Revenue MS 1422 600 N Robert St. St. Paul MN 55146 MN Department of Revenue MS 1422 600 N Robert St. St. Paul MN 55146 MN Department of Revenue MS 1422 600 N Robert St. St. Paul MN 55146 MO 143 Missouri Department of Revenue Attn: Laura Wallendorf PO Box 27 Jefferson City MO 65105-0027 Missouri Department of Revenue Attn: Laura Wallendorf PO Box 27 Jefferson City MO 65105-0027 Missouri Department of Revenue Attn: Laura Wallendorf PO Box 27 Jefferson City MO 65105-0027 Missouri Department of Revenue Attn: Laura Wallendorf PO Box 27 Jefferson City MO 65105-0027 MO 243 Kansas City, MO Revenue Division 414 E. 12th St. 2nd Floor, East Side Kansas City, MO 64106 Kansas City, MO Revenue Division 414 E. 12th St. 2nd Floor, East Side Kansas City, MO 64106 Kansas City, MO Revenue Division 414 E. 12th St. 2nd Floor, East Side Kansas City, MO 64106 Kansas City, MO Revenue Division 414 E. 12th St. 2nd Floor, East Side Kansas City, MO 64106 MO 343 Earnings Tax Division 1200 Market St. Room 410 St. Louis, MO 63103 Earnings Tax Division 1200 Market St. Room 410 St. Louis, MO 63103 Earnings Tax Division 1200 Market St. Room 410 St. Louis, MO 63103 Earnings Tax Division 1200 Market St. Room 410 St. Louis, MO 63103 MS Mississippi Department of Revenue P.O. Box 23050 Jackson, MS 39225-3050 Mississippi Department of Revenue P.O. Box 23058 Jackson, MS 39225-3058 Mississippi Department of Revenue P.O. Box 23050 Jackson, MS 39225-3050 Mississippi Department of Revenue 500 Clinton Center Drive Clinton, MS 39056 MT Montana Department of Revenue Security Office – Mitchell Building 4th floor PO Box 7701 Helena, MT 59604 Montana Department of Revenue Security Office – Mitchell Building 4th floor PO Box 7701 Helena, MT 59604 Montana Department of Revenue Security Office – Mitchell Building 4th floor PO Box 7701 Helena, MT 59604 Montana Department of Revenue Security Office – Mitchell Building 4th floor PO Box 7701 Helena, MT 59604 NC North Carolina Department of Revenue PO Box 25000 Raleigh, NC 27640-0640 North Carolina Department of Revenue PO Box 25000 Raleigh, NC 27640-0640 North Carolina Department of Revenue PO Box 25000 Raleigh, NC 27640-0640 North Carolina Department of Revenue PO Box 25000 Raleigh, NC 27640-0640 ND Returns (with and without payment): NORTH DAKOTA OFFICE OF STATE TAX COMMISSIONER PO BOX 5621 BISMARCK, ND 58506-5621 Payments only: NORTH DAKOTA OFFICE OF STATE TAX COMMISSIONER PO BOX 5622 BISMARCK, ND 58506-5622 Returns (with and without payment): NORTH DAKOTA OFFICE OF STATE TAX COMMISSIONER PO BOX 5621 BISMARCK, ND 58506-5621 Payments only: NORTH DAKOTA OFFICE OF STATE TAX COMMISSIONER PO BOX 5622 BISMARCK, ND 58506-5622 Returns (with and without payment): NORTH DAKOTA OFFICE OF STATE TAX COMMISSIONER PO BOX 5621 BISMARCK, ND 58506-5621 Payments only: NORTH DAKOTA OFFICE OF STATE TAX COMMISSIONER PO BOX 5622 BISMARCK, ND 58506-5622 Returns (with and without payment): NORTH DAKOTA OFFICE OF STATE TAX COMMISSIONER PO BOX 5621 BISMARCK, ND 58506-5621 Payments only: NORTH DAKOTA OFFICE OF STATE TAX COMMISSIONER PO BOX 5622 BISMARCK, ND 58506-5622 NE NEBRASKA DEPARTMENT OF REVENUE PO BOX 94609 LINCOLN NE 68509-4609 NEBRASKA DEPARTMENT OF REVENUE PO BOX 94609 LINCOLN NE 68509-4609 NEBRASKA DEPARTMENT OF REVENUE PO BOX 94609 LINCOLN NE 68509-4609 NH NH Dept. Of Revenue Taxpayer Services Division PO Box 637 Concord, NH 03302-0637 NH Dept. Of Revenue Taxpayer Services Division PO Box 637 Concord, NH 03302-0637 NH Dept. Of Revenue Taxpayer Services Division PO Box 637 Concord, NH 03302-0637 NH Dept. Of Revenue Taxpayer Services Division 109 Pleasant St Concord, NH 03301 NJ Forms NJ-1040 and NJ-1040-V – Residents State of New Jersey Division of Taxation Revenue Processing Center - Payments PO Box 111 Trenton, NJ 08645-0111Forms NJ-1040NR and NJ-1040NR-V – Nonresidents State of New Jersey Division of Taxation Revenue Processing Center – Payments PO Box 244 Trenton, NJ 08646-0244 Forms NJ-1040 and NJ-1040-V – Residents State of New Jersey Division of Taxation Revenue Processing Center - Refunds PO Box 555Trenton, NJ 08647-0555Forms NJ-1040NR and NJ-1040NR-V – Nonresidents State of New Jersey Division of Taxation Revenue Processing Center PO Box 244 Trenton, NJ 08646-0244 State of New Jersey Division of Taxation Revenue Processing Center – Payments PO Box 643 Trenton, NJ 08646-0643 State of New Jersey Division of Taxation Revenue Processing Center 200 Woolverton Street Building 20 Trenton, NJ 08611 NM New Mexico Taxation and Revenue Department PO Box 630 Santa Fe, NM 87504 New Mexico Taxation and Revenue Department PO Box 630 Santa Fe, NM 87504 New Mexico Taxation and Revenue Department PO Box 630 Santa Fe, NM 87504 New Mexico Taxation and Revenue Department PO Box 630 Santa Fe, NM 87504 NV Internal Audit State of Nevada - Department of Taxation 1550 College Parkway, Ste. 115 Carson City, NV 89706 Internal Audit State of Nevada - Department of Taxation 1550 College Parkway, Ste. 115 Carson City, NV 89706 Internal Audit State of Nevada - Department of Taxation 1550 College Parkway, Ste. 115 Carson City, NV 89706 Internal Audit State of Nevada - Department of Taxation 1550 College Parkway, Ste. 115 Carson City, NV 89706 NY STATE PROCESSING CENTER PO BOX 15555 ALBANY NY 12212-5555 STATE PROCESSING CENTER PO BOX 61000 ALBANY NY 12261-0001 STATE PROCESSING CENTER PO BOX 15555 ALBANY NY 12212-5555 NYS TAX DEPARTMENT RPC - PIT 90 COHOES AVE GREEN ISLAND NY 12183-1515 OH Ohio Department of Taxation PO Box 2057 Columbus, Ohio 43270-2057 Ohio Department of Taxation PO Box 2679 Columbus, Ohio 43270-2679 Ohio Department of Taxation 4485 Northland Ridge Blvd. Columbus, Oh 43229 Ohio Department of Taxation 4485 Northland Ridge Blvd. Columbus, Oh 43229 OH RITA Regional Income Tax PO Box 477900 Broadview Heights, OH 44147-7900 Regional Income Tax PO Box 477900 Broadview Heights, OH 44147-7900 Regional Income Tax PO Box 477900 Broadview Heights, OH 44147-7900 Regional Income Tax PO Box 477900 Broadview Heights, OH 44147-7900 OH CCA CCA, Central Collection Agency 205 W St Clair Ave. Cleveland, Oh 44113 CCA, Central Collection Agency 205 W St Clair Ave. Cleveland, Oh 44113 CCA, Central Collection Agency 205 W St Clair Ave. Cleveland, Oh 44113 CCA, Central Collection Agency 205 W St Clair Ave. Cleveland, Oh 44113 OK Oklahoma Tax Commission - Income Tax P.O. Box 26800 Oklahoma City, OK 73126-0800 Oklahoma Tax Commission - Income Tax P.O. Box 26800 Oklahoma City, OK 73126-0800 Oklahoma Tax Commission - Income Tax P.O. Box 26800 Oklahoma City, OK 73126-0800 Oklahoma Tax Commission - Income Tax P.O. Box 26800 Oklahoma City, OK 73126-0800 OR Oregon Department of Revenue PO BOX 14555 Salem, OR 97309-0940 Oregon Department of Revenue PO BOX 14700 Salem, OR 97309-0930 Oregon Department of Revenue PO BOX 14950 Salem, OR 97309-0950 Oregon Department of Revenue 955 Center St NE Salem, OR 97301-2555 PA PA Dept Of Revenue Payment Enclosed 1 Revenue Place Harrisburg PA 17129-0001 PA Dept Of Revenue No Payment or No Refund 2 Revenue Place Harrisburg PA 17129-0002 PA Dept Of Revenue Payment Enclosed 1 Revenue Place Harrisburg PA 17129-0001 PA Dept of Revenue 4th & Walnut Streets Harrisburg PA 17128 PR Puerto Rico Dept of Treasury PO Box 9024140 San Juan, P.R. 00902-4140 Puerto Rico Dept of Treasury PO Box 9024140 San Juan, P.R. 00902-4140 RI Rhode Island Division of Taxation One Capitol Hill Providence, RI 02908 Rhode Island Division of Taxation One Capitol Hill Providence, RI 02908 Rhode Island Division of Taxation One Capitol Hill Providence, RI 02908 Rhode Island Division of Taxation One Capitol Hill Providence, RI 02908 SC SC 1040 Processing Center PO Box 101100 Columbia,SC 29211-0100 SC 1040 Processing Center PO Box 101100 Columbia,SC 29211-0100 SC 1040 Processing Center PO Box 101100 Columbia,SC 29211-0100 SC 1040 Processing Center PO Box 101100 Columbia,SC 29211-0100 SD SD Department of Revenue 445 E Capitol Ave Pierre, SD 57501 SD Department of Revenue 445 E Capitol Ave Pierre, SD 57501 SD Department of Revenue 445 E Capitol Ave Pierre, SD 57501 SD Department of Revenue 445 E Capitol Ave Pierre, SD 57501 TN Tennessee Department of Revenue Andrew Jackson State Office Building 500 Deaderick Street Nashville, TN 37242 Tennessee Department of Revenue Andrew Jackson State Office Building 500 Deaderick Street Nashville, TN 37242 Tennessee Department of Revenue Andrew Jackson State Office Building 500 Deaderick Street Nashville, TN 37242 Tennessee Department of Revenue Andrew Jackson State Office Building 500 Deaderick Street Nashville, TN 37242 TX Comptroller of Public Accounts of Texas P.O. Box 13528 Austin, TX 78711 Comptroller of Public Accounts of Texas P.O. Box 13528 Austin, TX 78711 Comptroller of Public Accounts of Texas P.O. Box 13528 Austin, TX 78711 Comptroller of Public Accounts of Texas P.O. Box 13528 Austin, TX 78711 UT Utah State Tax Commission 210 North 1950 West Salt Lake City, UT 84134 Utah State Tax Commission 210 North 1950 West Salt Lake City, UT 84134 Utah State Tax Commission 210 North 1950 West Salt Lake City, UT 84134 Utah State Tax Commission 210 North 1950 West Salt Lake City, UT 84134 VA Virginia Department of Taxation PO Box 760 Richmond VA 23218-0760 Virginia Department of Taxation PO Box 1498 Richmond VA 23218-1498 Virginia Department of Taxation PO Box 2369 Richmond VA 23218 Virginia Tax 1957 Westmoreland St. Richmond VA 23230 VI Federal Disclosure Unit Virgin Islands Bureau of Internal Revenue 6115 Estate Smith Bay- Suite 225 St. Thomas, VI 00802 Federal Disclosure Unit Virgin Islands Bureau of Internal Revenue 6115 Estate Smith Bay- Suite 225 St. Thomas, VI 00802 Federal Disclosure Unit Virgin Islands Bureau of Internal Revenue 6115 Estate Smith Bay- Suite 225 St. Thomas, VI 00802 Federal Disclosure Unit Virgin Islands Bureau of Internal Revenue 6115 Estate Smith Bay- Suite 225 St. Thomas, VI 00802 VT Vermont Department of Taxes PO Box 1779 Montpelier, VT 05601 Vermont Department of Taxes PO Box 1881 Montpelier, VT 05601 Vermont Department of Taxes PO Box 1779 Montpelier, VT 05601 Vermont Department of Taxes 133 State Street Montpelier, VT 05633 WA N/A (no state Individual Tax Return) N/A (no state Individual Tax Return) N/A (no state Individual Tax Return) N/A (no state Individual Tax Return) WV Personal Income Tax Only: WV State Tax Department PO Box 3694 Charleston WV 25336-3694 Business partnership/S-Corp returns are mailed to: WV State Tax Department, Tax Account Administration PO Box 1202 Charleston, WV 23324-1202 Corporate Income Tax returns are sent to: PO Box 11751 Charleston, WV 25324-1751 Personal Income Tax Only: WV State Tax Return PO Box 1071 Charleston, WV 25324-1071 Business partnership/S-Corp returns are mailed to: WV State Tax Department, Tax Account Administration PO Box 1202 Charleston, WV 23324-1202 Corporate Income Tax returns are sent to: PO Box 11751 Charleston, WV 25324-1751 Personal Income Tax Only: WV State Tax Department PO Box 3694 Charleston, WV 25336-3694 Business partnership/S-Corp returns are mailed to: WV State Tax Department, Tax Account Administration PO Box 1202 Charleston, WV 23324-1202 Corporate Income Tax returns are sent to: PO Box 11751 Charleston, WV 25324-1751 Personal Income Tax Only: West Virginia State Tax Department 1001 Lee Street East Charleston, WV 25301 Business partnership/S-Corp returns are mailed to: WV State Tax Department, Tax Account Administration PO Box 1202 Charleston, WV 23324-1202 Corporate Income Tax returns are sent to: PO Box 11751 Charleston, WV 25324-1751 WI If tax is due: Wisconsin Department of Revenue PO Box 268 Madison WI 53790-0001 If refund or no tax is due: Wisconsin Department of Revenue PO Box 59 Madison WI 53785-0001 Wisconsin Department of Revenue PO Box 930208 Madison WI 53293-0208 Wisconsin Department of Revenue Mail Review Unit 2135 Rimrock Road Madison WI 53713-1443 WY N/A (no state Individual Tax Return) N/A (no state Individual Tax Return) Wyoming Department of Revenue Herschler Building 3rd Floor East 122 W. 25th Street Cheyenne, WY 82002-0110 Wyoming Department of Revenue Herschler Building 3rd Floor East 122 W. 25th Street Cheyenne, WY 82002-0110 Lexington The Occupational Tax on wages is required to be withheld from the compensation of employees. The employee has no filing requirements unless an employer fails to withhold or under withholds. N/A N/A N/A NY City NYC Department of Finance PO Box 5564 Binghamton, NY 13902-5564 NYC Department of Finance PO Box 5564 Binghamton, NY 13902-5564 NYC Department of finance PO box 3933 New York, NY 10008-3933 NYC Department of Finance 59 Maiden Lane, 19th floor New York, NY 10038. Toledo City of Toledo, Division of Taxation One Government Center Suite 2070 Toledo OH 43604 Attn: Joyce Hill, Tax Administrator City of Toledo, Division of Taxation One Government Center Suite 2070 Toledo OH 43604 Attn: Joyce Hill, Tax Administrator City of Toledo, Division of Taxation One Government Center Suite 2070 Toledo OH 43604 Attn: Joyce Hill, Tax Administrator City of Toledo, Division of Taxation One Government Center Suite 2070 Toledo OH 43604 Attn: Joyce Hill, Tax Administrator Cincinnati Eric Ringshauser DTC Cincinnati Income Tax Division 805 Central Avenue Suite 600 Cincinnati OH 45202 Eric Ringshauser DTC Cincinnati Income Tax Division 805 Central Avenue Suite 600 Cincinnati OH 45202 Eric Ringshauser DTC Cincinnati Income Tax Division 805 Central Avenue Suite 600 Cincinnati OH 45202 Eric Ringshauser DTC Cincinnati Income Tax Division 805 Central Avenue Suite 600 Cincinnati OH 45202 Columbus Columbus Income Tax Division PO Box 182158 Columbus, OH 43218-2158 Columbus Income Tax Division PO Box 182437 Columbus, OH 43218-2437 Columbus Income Tax Division PO Box 183190 Columbus, OH 43218-3190 Columbus Income Tax Division 77 N. Front St. 2nd Floor Columbus, OH 43215 Portland Portland Revenue Division - Arts Tax PO BOX 2820 Portland, OR 97208-2820 Portland Revenue Division - Arts Tax PO BOX 2820 Portland, OR 97208-2820 Portland Revenue Division - Arts Tax PO BOX 2820 Portland, OR 97208-2820 Portland Revenue Division - Arts Tax 111 SW Columbia Street, Suite 600 Portland, OR 97201 Philadelphia Philadelphia Department of Revenue PO Box 1648 Philadelphia, PA 19105-1648 Philadelphia Department of Revenue PO Box 1648 Philadelphia, PA 19105-1648 Philadelphia Department of Revenue PO Box 1648 Philadelphia, PA 19105-1648 Philadelphia Department of Revenue 1401 JFK Blvd Philadelphia, PA 19105-1648 Louisville Louisville Metro Revenue Commission PO Box 35410 Louisville, KY 40232-5410 Louisville Metro Revenue Commission PO Box 35410 Louisville, KY 40232-5410 Louisville Metro Revenue Commission PO Box 35410 Louisville, KY 40232-5410 Louisville Metro Revenue Commission 617 West Jefferson Street Louisville, KY 40202 Detroit Michigan Department of Treasury Lansing, MI 48929 Michigan Department of Treasury Lansing, MI 48956 Michigan Department of Treasury PO Box 30738 Lansing, MI 48909-8274 They do not provide an overnight/express address for returns 3.10.72.5.8.1 (01-16-2015) Tax Returns/Extensions Forwarded to IRS from a State Envelopes addressed to IRS containing tax returns that are erroneously delivered by the USPS to the state taxing agency are timely filed if: Envelope postmark is on or before the due date, or Envelope is missing, but the State's received date stamp is within the grace period. Note: If remits are forwarded from the state, refer to IRM 3.8.45, Manual Deposit Process for additional instructions. Determine if any checks are more than a year old, they will require special treatment. When IRS receives a return from a state agency after the grace period, it will not be considered timely filed if: the taxpayer's envelope was addressed to a state agency, or no envelope is attached to make a determination. Note: Date stamp the return with IRS received date on the date it was received by an IRS campus. Always attach envelope to these returns. If forwarded to IRS 6 months or more after the due date of the returns, see following instructions. When returns are forwarded to IRS 6 months or more after the due dates of the returns, take the following action when the taxpayer's envelope was addressed to the state, or there is no envelope attached to the return to make a determination: Stamp the IRS received date using the actual date received at an IRS campus. Circle any State's received date. Route the return(s) to your Planning and Analysis analyst to research for a TC 150. Use CC RTVUE to determine if it's a true duplicate return. If no TC 150 present, process through the pipeline using the IRS received date. If it is a Statute year or prior, "hand-carry" to Statute Unit and explain how it was received. If a TC 150 has already posted and it's a duplicate return (i.e., same lines on RTVUE), edit "Forwarded from State of "X" , date" in the top margin, complete the "Attachment" form with the TC 150 DLN, and route to Files. Do not process, if a duplicate. If a TC 150 is present, but it's not a true duplicate (i.e., amounts on RTVUE do not match return), contact your Accounts Management P&A counterpart for assistance. When IRS receives returns from a state agency after the grace period (but within 6 months), it will be considered timely filed if the taxpayer's envelope was addressed to the IRS, and: Postmark is on or before the due date, or the State's received date stamp was within the grace period. Note: Circle any State's received date. Then, stamp an IRS received date using the state's received date and stamp the postmark date so that Code and Edit will make it timely filed. If the state did not stamp the return, stamp the postmark date, then stamp the current IRS received date. Always attach the envelope. When returns are forwarded to IRS from a state agency 6 months or more after the due dates of the returns, take the following action when the taxpayer's envelope was addressed to IRS and they were timely filed as indicated in parameters shown above: Stamp the IRS received date using the State's received date (if present) or postmark date or Signature Date. Circle any State's received date. Route the return(s) to your Planning and Analysis analyst to research for a TC 150. Use CC RTVUE to determine if it's a true duplicate return. If no TC 150 present, process through the pipeline using the IRS received date. If it is a Statute year or prior, "hand-carry" to Statute and explain how it was received. If a TC 150 has already posted for the duplicate return information, determine if there were any penalties assessed on the account. If penalties were assessed, contact your Accounts Management Planning and Analysis Analyst to have the penalties abated. If no penalties were assessed, edit "Forwarded from State of "X" , date" in the top margin, complete the "Attachment" form with the TC 150 DLN, and route to Files. Do not process, if a duplicate. If a TC 150 present, but it's not a true duplicate, contact your Accounts Management Planning and Analysis counterpart for assistance. When IRS receives Extensions from a state agency 6 or more months after the affected return due date, it will be considered timely filed if the taxpayer's envelope was addressed to the IRS, and the envelope postmark is on or before the due date. Note: If the envelope was mailed USPS "Certified" and the postmark date is after the due date or missing, go to https://tools.usps.com/go/TrackConfirmAction verify "Acceptance" and "Date & Time" . Print the page and attach it to the front of the document. If it was mailed by a designated PDS and the label is missing, use the chart in IRM 3.10.72.6.2.4(3) to estimate the date mailed. When IRS receives extensions from a state agency 6 or more months after the affected return due date and the taxpayer's envelope was addressed to the state, stamp the current IRS received date and consider it late filed. If remits are included in the mail forwarded from the state, follow procedures in IRM 3.8.45.5.7.1, Discovered Remittance Over 30 Days Old. 3.10.72.5.9 (01-01-2019) Mail Intended for Other than IRS (Misdirected/Mis-Sent) If an envelope/package is received that is addressed to other than IRS, it must be returned to the carrier (e.g., USPS, FedEx, UPS, etc.) as soon as possible. Date stamp the back of Notice 1256 and place it inside the envelope before you tape it back together. Put it in a designated slot on your table, or basket for another person to neatly tape it back together and put it in the designated area to return it to the USPS (or other carrier). Note: If the mail piece was misdirected by a PDS (e.g., FedEx, UPS, DHL, etc.) rather than the USPS, line through "Post Office" in the third line on Notice 1256 and edit the name of the carrier. If the envelope/package is so damaged that you cannot neatly tape it back together or the envelope was accidentally destroyed, then put it in an IRS envelope to prevent further damage. Ask the carrier for the clear envelopes or "re-package" material to use if the address can be clearly read. This procedure is designed as an "audit trail" , in the event there is ever a discrepancy with any amount of money (cash, check, gift card, etc.) the sender/recipient claims was originally enclosed in the envelope. The individual who date stamps the "find" is the responsible party. Therefore, do not have another designated person date stamp the Notice 1256. If envelope/package contains NYS returns and is being forwarded by IRS personnel to NY by PDS please forward to: NYS Tax Department RPC-PIT 90 Cohoes Ave. Green Island, NY 12183 3.10.72.5.10 (05-05-2021) Processing Cash and Handling of Currency and Items of Value When U.S. currency is received in any amount in the Extracting function, it must immediately be taken to the Manager. The currency must be counted by the discoverer and Manager. The Manager must prepare Form 4287, Record of Discovered Remittances, to record the finding of the currency in accordance with IRM 3.8.46, Discovered Remittance (Form 4287 actually is used to record any discovered item intended for payment of tax, not just U.S. currency.) The form preparation is self-explanatory. The discoverer and Manager must initial the recorded entry on the Form 4287. The Manager must place the currency/check in the gold envelope. Attach to the related return or document. Complete information on the 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 10.2.14, Methods of Providing Protection. The Manager and a teller from the Deposit Function have the only keys/combination to the lockable container. See IRM 1.4.6.3.6, Key and Combination Controls, for additional information. 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 RIVO External Leads in Kansas City, using the address shown below. If intercepted by the USPS, date stamp the front of the debit card envelope (below the Return Address). If returned by another taxpayer, date stamp their correspondence, attach envelope, and date stamp the front of the debit card envelope. Photocopy the front of the debit card envelope showing both addresses (Return Address and Recipient's address) and date. Complete a Form 3210 indicating the total volume of envelopes/debit cards and mail the complete package (e.g., all photocopied pages and original debit card envelopes) to Kansas City. If unable to meet the UPS deadline for pick-up on that day, hold the items in the safe until UPS pick-up. Use the following address to mail Debit Cards to Kansas City: Internal Revenue Service Attn: RIVO External Lead Manager P.O. Box 219981 Kansas City, MO 64121 When any item of value other than U.S. currency is discovered, handle in same manner as outlined in (1) above. An item of value can be gold, silver, jewelry, savings bonds, "loose" postage stamps with a total value of $3.00 or more, Treasury notes/bonds, stocks, gift cards, credit/debit cards, etc. Checks and money orders are not classified as items of value in this instance. They are discussed under separate instructions. If in doubt as to an "item of value" , treat it as if it is. Note: If a taxpayer or the USPS sends us any "possible fraudulent" refund checks, personal check for repayment of cashed refund checks, any RAL check that cannot be deposited ("VOID" or not endorsed) will be routed to RIVO in Kansas City. Refer to the chart in IRM 3.10.72.5.5(3). When total value of postage stamps received is less than "$3.00" , cross through and permanently affix stamps to related return or document and retain in regular work flow. 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. Please refer to IRM 3.8.46, Discovered Remittance, for complete processing instructions. 3.10.72.5.11 (01-16-2014) Sorting Automated Collection System Mail ACS Mail is usually identified upon receipt because it contains a unique P.O. Box address for the ACS Support sites. It should remain intact for the extractor to sort the contents quickly. Initially, sort the mail as: Remit with source document Remit with no source document, but levy payment could be indicated on the check Non-Remit ACS mail to be routed to ACS Support "Other mail" addressed to an "ACS P.O. Box" or Mail Stop Note: Always date stampForm 12153, even if date stamped and transshipped from another IRS office. Note: If your site has a special program code, be sure to report your time and volume under that code when working ACS mail. All ACS mail with-Remit or payment with indication of "levy" should be routed to Payment Perfection (including the Source Document) for IDRS research to post to the earliest CSED. If a third-party check is made payable to the taxpayer and is an ACS payment, sort as "imperfect" . ACS mail or indication of "levy" is never sorted as "Perfect" . The designated Post Office Boxes for ACS mail are: ACS Support Sites ACS Support P.O. Box 24017 Fresno, CA 93779-4017 ACS Support P.O. Box 145566 Cincinnati, OH 45250-5566 ACS Support P.O. Box 219236 or P.O. Box 219420 or P.O. Box 419236 Kansas City, MO 64121-xxxx ACS Support (Philadelphia) P.O. Box 8208 Philadelphia, PA 19101-8208 Mailing Address is: Internal Revenue Service Mail Stop 4-Q26.132 2970 Market St. Philadelphia, PA 19104 Always date stamp ACS mail submission and any tax return, then attach the envelope. If multiple forms or correspondence 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. In addition to the unique P.O. 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. 3.10.72.5.12 (01-01-2012) Extracting and Sorting – Form 1040ES and Form 1041ES Sort Estimated Tax payment (ES) vouchers into three sorts: Scannable (for the Transport) – Scan line is legible, has no edit marks on it, and there is no fold on the voucher that will jam the machine. Figure 3.10.72-4 Figure 3.10.72-4 is a picture of a Form 1040-ES on top with a perfect scan line on a voucher (the string of digits towards the bottom of the form) with no fold or edit marks and is legible. The bottom one is a Form 1041-ES voucher with no scan line. Please click here for the text description of the image. Perfect (for RPS) – Voucher can have a Name/Address change, "Deceased" or "Estate" edited on the voucher, and can have the "fold line" near the scan line on the voucher. Imperfect (for PPU) – Multiples/Splits (i.e., multiple checks for one voucher, multiple forms with one check, multiple checks with multiple vouchers, incomplete/edited scan line, handwritten, or prior year voucher Place the "ES" voucher on top of the check when routing for processing. ES payments are never sorted as delinquent. 3.10.72.5.13 (03-31-2015) Extracting and Routing — Form 3115, Application for Change in Accounting Method If the Form 3115 is attached to a return, do not detach. Route the return for processing. 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. If a remit is attached to the Form 3115, leave it attached to the form. It is not to be deposited by the Campus. OSPC Only - If the envelope is addressed to "Ogden, UT 84404 (or 84201), Mail Stop 4917" , then follow the instructions in this table. If the envelope does not have the specific Mail Stop number or "OTSA" unit indicated, then follow the procedures in (5) below. If the Envelope is Addressed to: And Remit is Attached: And No Remit is Attached: IRS Mail Stop 4917 (or OTSA) Ogden, UT 84404 Internal Revenue Service Attn: CC:PA:LPD:DRU Room 5336 1111 Constitution Ave., NW Washington, DC 20224 Office of Tax Shelter Analysis Mail Stop 4917 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, Eligible Acquisition Transaction Office Room 4516 1111 Constitution Ave., NW Washington, DC 20224 Note: The addresses shown above may differ from the ones listed in the Form 3115 Instructions, but use the ones listed above. 3.10.72.5.14 (08-08-2017) Extracting and Routing — Form 14039, Identity Theft Affidavit Use the following chart to help determine the proper routing of Form 14039, whether received "loose" , attached to another Form, IRS initiated correspondence, or attached to a Form 1040 series return. Note: Always check the envelope to see if the Form 14039 plus any related correspondence or attachments has been specifically addressed to a particular Mail Stop or function, then route to them. If: And: Then: Form 14039 is attached to a Form 1040 series return It’s Full Paid Sort separately so it will not be shelved. Identify as "FP IDT" for Batching. Form 14039 is attached to a Form 1040 series return It’s Other Than Full Paid (Part Paid or Refund) Do not separate the package. Continue routing to Batching. Exception: If the package is specifically addressed to another function or Mail Stop, route the package to that function. Form 14039 is attached to a Form 1040 series return The envelope is addressed to a specific function or Mail Stop (other than Receipt and Control or Batching) Place the Form 14039 on top, date stamp both documents, and route the package to that function. Form 14039 is attached to a Form 1040 series return The return is a Statute Year Route the package to IDTVA function. AUSPC - Stop 6539 AUSC FSPC - Stop 12300 KCSPC - Stop 6800 N2 Form 14039 is not attached to a Form 1040 series return, or is on the front of the return received in the same package/envelope You notice in the explanation portion of the Form 14039 that the reason for filing is that they found out (normally rejected by e-file) that someone else claimed a dependent child (i.e., the Name in Section B does not match the Primary/Secondary name) Date stamp and route the Form 14039 and related correspondence to ICT Continue processing the return. Follow normal date stamping instructions. Otherwise, staple the Form 14039 to the back of the return and continue processing. Form 14039 is received "loose" (or with related correspondence) Is not specifically addressed to a Function/Mail Stop Date stamp and route to ICT. Form 14039 is received Includes IRS initiated correspondence (“C” letter, Form, or CP) Place the correspondence on top and route the package to the appropriate function based on the "C" letter or CP notice. Form 14039 is received Form 8822, Address Change, is attached Date stamp and route to ICT. Form 14039 is received Form 4506, Form 4506-T, or Form 4506-T-EZ is attached. Date stamp and route to ICT. Do not route to RAIVS. 3.10.72.6 (01-01-2012) IRS Received Date This section contains procedures on IRS received date stamping and postmark date stamping, when required. 3.10.72.6.1 (01-25-2022) Received Date Stamp The date a document is received in the Campus or an IRS office that can accept tax returns is the date stamped as the "IRS Received Date" . All mail received from 12:00 a.m. to 11:59 p.m., seven days a week, including Saturdays, Sundays, and legal holidays is date stamped with the actual date received. The only foreign office that can accept tax returns is Beijing. Most domestic Area Offices with a Taxpayer Assistance function (TAC) can accept tax returns. Any mail accepted at campuses on Saturdays, Sundays and legal holidays, is tagged with the date it is accepted by the Campus. The mail does not necessarily need to be processed on the day received, but when processed, it must be stamped with the actual date received. When mail is received in the Campus after the daily processing "cut-off" , the mail must be tagged so it can be stamped with the actual date it was received. Lockbox will date stamp their own documents with an official received date stamp. If a received date is required for the documents, but does not have one, you must use your IRS received date stamp and stamp them with the same date used on the other documents in the tray/box received from the Lockbox. Note: If a received date is not required (e.g., timely filed Form 941 or Form 1040 series), do not date stamp. Tax year 2020 returns should be date stamped and envelope kept if received on or after 4/23/2021. Note: For Form 4868 only, immediately following the grace period, it is suggested that the sites "clean the mail" in the receiving area to identify timely Form 4868 by sampling the USPS mail for timely postmark dates (April 15). If there are groups of mail with timely postmarks, pull this mail to the front and label as timely postmarked. Form 4868 in timely postmarked mail do not require date stamps or envelopes and will be batched as timely to prevent re-batching downstream. Disregard and do not sort as timely after the grace period if postmarks are on self-prepared labels, such as Click and Ship, private metered, Pitney-Bowes metered mail, or if the delivery timeframe is inconsistent. Form 1040 received after the grace period must be date stamped and envelopes must be retained, regardless of postmark. Notify management if trends are identified with specific USPS locations; IRS management should contact the USPS to report incidents. Note: For PY 2020 (tax year 2019) extensions postmarked by 7/15 will be considered timely. Note: For PY 2021 (tax year 2020) extensions postmarked by 5/17 will be considered timely. Note: For PY 2022 (tax year 2021) tax returns and extensions postmarked by 4/18 will be considered timely. An "Official Received Date Stamp" must consist of no less than: The word "Received" "Month-alpha" or "numeric" characters "Day" - (For example, can be "1" or "01" ) "Year" -Four digits "Area Office (A.O.)" , Campus, "Field Office" , "Taxpayer Assistance (TAC)" Site plus the City location, or A functional area within one of these sites (e.g., CSCO, Exam, ICT, CIS, AM, etc.) Exception: Not all IRS offices are designated places for filing, and not all IRS employees are authorized to accept a tax return for processing. If a return contains a received date stamp from an office that is not a proper place for filing, that date stamp is not the "IRS Received Date" , and you must stamp it with your official"IRS Received Date" rubber stamp, as if no date stamp is present. For example, returns received by Taxpayer Advocate Service (TAS) or the IRS Office of Chief Counsel are not properly filed and a received date (or fax date stamped on the return) by that office is not the official "IRS Received Date" . Note: Date stamps should be tested at the start of each shift to ensure they reflect the current date. You can "test" it on your Identifying Tag that you place in your "Initial Candling" bag, if you are extracting. See Figure 3.10.72-5 showing the elements required in a received date stamp. Element "g" shown below in Figure 3.10.72-5 is the serial number. This element is not required to be considered an official received date, but is generally used by Campuses to identify the Extractor assigned that date stamper. Figure 3.10.72-5 Figure 3.10.72-5 is a date stamp of 04252014 Received at Austin, TX with the elements of the stamp identified as a, b, c, d, e, and g. The elements are explained in the paragraph preceding this graphic. Please click here for the text description of the image. An acceptable "IRS Received Date" stamp must only be stamped on the face of the document in an area that does not cover taxpayer entries. Note: Do Not stamp in the area of the scan line on payment stubs/vouchers. If you stamped the incorrect received date and you can edit legibly, you do not have to "X" the entire stamp. See a legible entry in Figure 3.10.72-6 to correct the stamped date. Figure 3.10.72-6 Figure 3.10.72-6 is the bottom portion of a Form 1040 with Fresno, CA incorrect stamped received date of 04522014 lined though and the correct date of 04 25 2014 edited legibly above the stamped received date portion of the stamp. Please click here for the text description of the image. If you stamp an incorrect or illegible received date on a return and you are unable to edit it legibly, "X" it and re-stamp with the correct received date. This is the only time that Extraction will "X" a received date stamp. See Figure 3.10.72-7. Figure 3.10.72-7 Figure 3.10.72-7 is the bottom portion of a Form 1040 with two received date stamps. The top one was stamped with a received date of 04522014 and was X'd out. The correct received date of 04252014 was stamped again below with a Fresno date stamp. Please click here for the text description of the image. Refer to IRM 3.10.72.5.7 for returns, forms, and documents that always require a received date and attached envelope. If IRS received date stamps or any other type of sensitive rubber stamps need to be destroyed, refer to the instructions in IRM 3.10.72.3.3. If you refer a Timely Filed return to the "Funny Box" that does not require a received date stamp and it is taken out of the pipeline, edit the Julian Date (for the day the return was actually received) in the upper left corner of the return. This enables Batching to input the correct Julian Date if the return comes back to be processed. 3.10.72.6.2 (01-01-2019) Received Date Stamping Requirements Occasionally, a return due date falls on a Saturday, Sunday or legal holiday. In this case, the return due date is considered to be the next business day. However, this does not extend the grace period. It is always calculated from the legal due date. Honor the original IRS received date if a transshipped return has a received date present. Exception: International returns transshipped to Austin Submission Processing Campus (AUSPC) should be stamped by AUSPC with the date the return was actually received in AUSPC. Refer to the following IRM Exhibits to determine date stamping requirements for the various document types: Exhibit 3.10.72-6, Sorting Individual (IMF) Returns and Documents (AUSPC, KCSPC and OSPC) Exhibit 3.10.72-7, Sorting Business (BMF) Returns and Documents (KCSPC and OSPC) Exhibit 3.10.72-8, Sorting Non-Master File (NMF) Returns and Documents (KCSPC) All Tax Returns and Extensions mailed from a foreign country are timely if the Foreign Postmark is on or before the prescribed due date (or within the grace period). Timely Mailing rule, IRC 7502 for the USPS only was expanded to include foreign postmarks when Rev. Rul. 2002-23 was issued. If mailed by a designated PDS (Private Delivery Service), the date accepted by the carrier is the postmark date. If foreign returns are received at a campus other than Austin (for IMF) or Ogden/Cincinnati (for BMF), date stamp them prior to transshipping. Beginning in 2016, Beijing is the only foreign post where the IRS Received Date stamp is official. Accept the date as the official IRS received date. ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡"≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡" ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡"≡ ≡ ≡ ≡ ≡ ≡ ≡" ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ ≡ If an area has a designated "P.O. Box" (Compliance, TAS, etc.) and wants to extract their mail within the ventilated area, it should always be date stamped with the official IRS received date before it leaves Receipt and Control. Date stamp correspondence and any attached return(s). In addition, all returns, forms, and correspondence should be date stamped in Extraction before it gets to Second Sort or Batching. The "general rule" is: If you date stamp, you attach the envelope. If in doubt, always date stamp. Refer to IRM 3.10.72.5.7. 3.10.72.6.2.1 (03-18-2016) Processing Cycle/Due Date Refer to IRM 3.30.123, Processing Timeliness: Cycles, Criteria and Critical Dates for due dates of returns. When the due date of the return falls on a Saturday, Sunday or legal holiday, the return is considered timely if postmarked by the first business day after that date - IRC 7503. Refer to IRM 3.30.123 for information regarding state or District of Columbia holidays, in addition to Federal holidays and Emancipation Day. If you would like additional information, see IRM 3.30.123.2.2(5). When a return is received after the grace period, the USPS postmark date or Foreign Postmark date, or the date the package was dropped off to a designated Private Delivery Service (PDS) determines timely filing. For First Class USPS mail, we will look for the Postmark Date to try to make it timely. If missing or illegible, continue processing. However, if the return was mailed USPS Certified and you cannot determine a timely Postmark Date, then go to the USPS Track and Confirm website and print the page to attach. The same instruction is applicable to designated Private Delivery Service mail. You only need to perform this extra step when there is an original return enclosed. For other documents, the function working the case can perform this research. The Extractor must either attach the envelope showing the postmark date, or the label from the PDS envelope/package. When multiple returns are in one package, you must use a Dual Date stamp, or a single postmark date and received date on all subsequent documents following the first one. The first one is stamped with the received date and the envelope is attached. If there is a single return in one envelope, stamp the received date and attach the envelope to the back with the postmark facing outward. Note: If the envelope was mailed USPS "Certified" and the postmark date is after the due date or missing, go to https://tools.usps.com/go/TrackConfirmAction verify "Acceptance" and "Date & Time" . Print and attach to the front of the document. See IRM 3.10.72.2.4.8(3) for further details. If it was mailed by a designated Private Delivery Service and the date and tracking number elements on the label are missing, use the chart in IRM 3.10.72.6.2.4(3) to estimate the date mailed based on the received date. If the Tracking Number is legible, then go to the carrier website and print the page to attach to the document. Note: IMF and BMF returns that are not date stamped because they fall within the grace period do not need research on usps.com. 3.10.72.6.2.2 (04-09-2021) "Postmark Date" and "Received Date" This section contains procedures for determining the postmark date on mail received from a designated Private Delivery Service (PDS) or the United States Postal Service (USPS), including Private Metered mail delivered by the USPS. The postmark date is used to determine timely mailing/timely filing. It is important that the extractor keep the envelope attached to a form or document when the postmark date is required. IRC 7502(f) provides what is commonly called the "timely mailing-timely filing" rule. Note: Rev. Rul. 2002-23 added the "timely mailed/timely filed" rule under IRC 7502 to include Foreign Postmarks. Most foreign returns for people living outside of the United States or military personnel with an APO/FPO address have an additional 60 days to file their return. This ruling allows them the extra 60 days from the original due date to postmark their return or extension to be considered timely filed. The extension date is the same for foreign and domestic returns, based on the type of return (Form). Exception: Any "non-USPS" metered mail that has a date inconsistent with the normal delivery timeframe should not be used. Examples are "Click and Ship" , Pitney-Bowes stamps, and Private Metered, etc. An example of an inconsistent "Postmark" date would be April 15 and delivered on May 15. If the "normal" delivery time appears to be 7 days for USPS First Class mail, then do not consider the "self-made Postmark" as a valid date to determine timely mailing. Use the following rules to determine the postmark date for mail delivered by the United States Postal Service (USPS), Private Metered (USPS), and designated Private Delivery Services (PDS). If a container/envelope has both a USPS postmark and a private metered postmark, always use the USPS postmark If a container/envelope has only a private metered postmark, use it as the postmark date. If the container/envelope is from a designated Private Delivery Services (PDSs) outlined in IRM 3.10.72.2.4.3, use the date on the "drop-off" date shown on the label (if provided) as the postmark, or use the rules for type of delivery service shown in IRM 3.10.72.6.2.4 (e.g., Next Day, Overnight, etc.) If the tax return, payment, or extension is mailed USPS "Certified" and the postmark date is missing or later than the Due Date, you must find the postmark date via https://tools.usps.com/go/TrackConfirmAction using the digits underneath the bar code on the green label. The "Acceptance" and "Date & Time" is the postmark date. Give the envelope to a designated person with internet access to perform this action. If the Postmark is not the same as the "Acceptance Date" , print the page from the USPS website and attach it to the front of the document. Follow normal dual date stamping procedures, if multiple documents are enclosed in one envelope using the "Acceptance" date as the postmark date. If there are multiple documents, Receipt and Control must stamp the received date on the first document and attach the envelope to the oldest tax period return, then stamp both the postmark date and received date on all subsequent documents contained in the envelope (or use a Dual Date stamp). If using single stamps, stamp the postmark date in the left margin and received date on the face (page one) of the document in an area that does not cover taxpayer information on all subsequent documents. This instruction is for USPS First Class mail (not Certified) and for non-designated Private Delivery Service mail. See IRM 3.10.72.6.2.4 below. If the postmark is illegible, leave the postmark date portion blank, or "blank it out" . If the postmark is missing (i.e., only a bar code is sprayed by the USPS on the envelope, instead of a stamped postmark), edit "Missing" in place of the date portion of Postmark. If the postmark is "incorrect/inconsistent" , edit "Incorrect" in place of the date portion of Postmark. For U.S. Virgin Islands Cover Over Program, double stamp each return using the Postmark Date and Received Date provided by the P&A Staff. 3.10.72.6.2.3 (06-05-2018) What is a Designated Private Delivery Service (PDS)? A Private Delivery Service (PDS) is simply a business that delivers customers' documents and packages within an agreed upon delivery schedule, such as "Overnight" , "Same Day" Service, etc. The United States Postal Service, as well as DHL, Fed Ex, and UPS are recognized by IRS as Private Delivery Services (PDS's). Rev. Proc. 97-19 provides the criteria used to determine whether a PDS qualifies as a designated PDS under IRC 7502(f). Notice 2016-30provides the current list of designated PDSs and types of services that are recognized. If the type of service is not specifically shown in this notice, it is a non-designated PDS (e.g., UPS Ground, a commonly used service, is a non-designated PDS). The postmark date is never an issue with a non-designated Private Delivery Service because their Postmark/Drop-off Date is not recognized under IRC 7502(f), which is the "timely mailed/timely filed" rule. Note: DHL generally only delivers International mail within the U.S. The International service is a designated service and the Postmark/Drop-off Date should be considered under the timely mailing/timely filing rule. 3.10.72.6.2.4 (01-01-2016) Determining Postmark Date For USPS First Class mail, the postmark is generally easy to read and locate. However, if the postmark date is illegible, missing, or incorrect, the taxpayer must prove the postmark date; we will only stamp the received date. When the postmark date is illegible or missing or incorrect, do the following: If the postmark date is illegible, and you need a postmark date for dual date stamping, leave the postmark date portion of the stamp blank, or "blank out" the date portion of the postmark date stamp (depending on the type of stamps your campus uses). If the postmark date is missing (i.e., the USPS sprayed a bar code on the envelope in lieu of giving it a Postmark stamp), edit "MISSING" in the date portion of the postmark date portion of the stamp. If the postmark date is incorrect/inconsistent, edit "INCORRECT" in the date portion of the postmark date portion of the stamp. Exception: If USPS "Certified" and the Postmark is missing, illegible, or after the Due date for the original return, use the digits below the bar code on the green label to find the "Acceptance" and "Date & Time" . Give the envelope to a designated person with internet access to determine the "postmark date" using https://tools.usps.com/go/TrackConfirmAction. Print the page and attach it to the front of the document, in front of the envelope. Note: See IRM 3.10.72.6.2.2 for Dual Date stamping requirements. For PDS mail, the postmark is sometimes visible on the shipping label because it gives the "drop-off" dates and expected delivery date. If illegible or missing, then use the chart below to determine the approximate postmark date since the type of service provides us an estimate of the "drop off" date. This calculation is based on the estimated delivery schedule of the carrier and IRS Receipt and Control Mail Room operations tour of duty for accepting deliveries. Business days are Monday through Friday. Do not consider Saturday a pick-up or drop-off day. Be aware of any Holidays during the time you are subtracting business days to determine a postmark date. If the Carrier is: And Type of Service is: Then Postmark Date is: USPS First Class (Correct Postage Stamp(s) or weighed and metered by the USPS) Stamped postmark date (or earliest one, if multiple Postmarks are present) USPS Private Metered Private Meter Date (If consistent with normal delivery timeframe) USPS First Class If illegible, leave (or make) the date portion of the postmark date blank when following Dual Date stamp procedures. USPS First Class If BLANK or only a bar code is sprayed on the envelope by the USPS in lieu of stamping a Postmark – Edit "Missing" for the date portion of the postmark date stamp when following Dual Date stamp procedures. USPS Certified/Registered Mail Stamped postmark date (or earliest one, if multiple postmarks are present) Note: If missing or received after the Due Date of an original return, use internet (www.usps.com) to find "Acceptance" date. USPS Express Mail Subtract 1 business day from the received date. USPS Priority Mail Subtract 3 business days from the received date. FedEx Note: If the Postmark Date is illegible or missing, or by subtracting the estimated number of days is after the due date on any FedEx package, go to the website https://www.fedex.com/fedextrack, if it’s an original return enclosed. Print the page and attach to the front of the return. First Overnight Subtract 1 business day from the received date. Note: For Alaska and Hawaii, subtract 2 business days. Subtract 3 business days from the received date. FedEx Priority Overnight Subtract 1 business day from the received date. Note: For Alaska and Hawaii, subtract 2 business days. FedEx Standard Overnight Subtract 2 business days from the received date. Note: For Alaska and Hawaii, subtract 3 business days. FedEx 2 Day Note: For Alaska and Hawaii, subtract 4 business days. FedEx International Next Flight Out Subtract 3 business days from the received date. FedEx International Priority Subtract 3 business days from the received date. FedEx International First Subtract 2 business days from the received date. FedEx International Economy Subtract 3 business days from the received date. UPS Note: If the Postmark Date is illegible or missing, or by subtracting the estimated number of days is after the due date on any UPS package, go to the website http://www.ups.com/WebTracking/track?loc=en_US&WT.svl=PriNav(), if it’s an original return enclosed. Print the page and attach to the front of the return. Next Day Air Early AM Subtract 1 business day from the received date. UPS Next Day Air Subtract 1 business day from the received date. UPS Next Day Air Saver Subtract 1 business day from the received date. UPS 2nd Day Air A.M. Subtract 2 business days from the received date. UPS 2nd Day Air Subtract 3 business days from the received date. UPS Worldwide Express Subtract 3 business days from the received date. UPS Worldwide Express Plus Subtract 3 business days from the received date. The number of business days to subtract is an estimate based on the carrier's predicted delivery time frames shown on their websites. For example, if the domestic package is guaranteed by 4:30 p.m., an additional day was added since this would actually be received after normal business hours at a Campus Receipt and Control operation. No delivery time is fully guaranteed, nor is consideration taken for time zone changes for International packages. If the suggested number of business days subtracted from the received date will make it late by only 1-2 days, or the package is mixed with other packages received earlier than the current date (i.e., peak time when we cannot open all receipts on the day received), then allow the extra day(s) to make it timely. 3.10.72.6.2.5 (04-27-2022) Documents Received from Other IRS Sites via Form 3210 Documents received or secured by other official IRS facilities (i.e., Area Offices or other Campuses) and mailed with a Form 3210, Document Transmittal should have been date stamped appropriately. Taxpayer Assistance Center (TAC) do not date stamp the following returns if timely received and "no remit" : Calendar year Form 1040, Form 1040A, and Form 1040EZ Form 940, Form 941, and Form 943 Note: If you have the Form 3210 from the TAC site (not Taxpayer Advocate Service (TAS)) for one of the above forms and it is received in the Campus with no remit after the grace period, do not stamp them. They will erroneously post as late filed. If the return was received in the TAC site with Remit, they will alwaysstamp it "Received with Remittance" . If you notice that a TAC site is not following the instructions for properly completing the Form 3210 or not following PII guidelines for shipping, you can write a note on their Form 3210 when you acknowledge it. The returns received from a TAC office or Campus Support site that are stamped either "Received with Remittance" or there is a Green rocker under the balance due line should be routed to Batching, unless remits are mixed in for the Teller Unit. If remits enclosed, route to the Teller Unit. Leave the Form(s) 3210 attached to the bundles of work. Follow local procedure to either have the entire box routed to the Teller unit to sort, or sort the ones with remit and route the remaining with the Form 3210 to Batching. The Form 3210 should have the designation for Batching as either a "remit" or "non-remit" . Batching will determine from the language on the Form 3210, or marks on the return whether to check the "RRPS" box on BBTS. Some additional indicators of "Remittance received with Return" that should be sorted as "Remit returns" for Batching are: "RSPCC" stamped in blue, black, or green ink "$" sign stamped in red, green, or blue "P" (Partial Payment), "F" (Full Paid), or "R" (Remit) usually edited in the top side margin Green rocker (a rocker is a curved line) under the "Balance Due" amount. Generally, if it’s a green "half-moon" line under the "Balance Due amount" , it means Full Paid; if an amount less than the Balance Due amount is edited to the side of the Balance Due line, it means Part Paid. Transaction Code (TC) 610 with an amount, or edited near the Balance Due line (indicates "Payment with Return" ) Form 3244, Payment Posting Voucher, is attached and an amount shown beside "610" box. Green ink in the left corner of the return (KCSPC procedure for identifying Remit returns) During peak times, some TAC Offices may route unopened Private Delivery Service (PDS) packages to the campus in a box with a Form 3210, since the Private Delivery Services cannot deliver to a "P.O. Box" . The envelopes are usually addressed to a Lockbox P.O. Box, but can be addressed to any IRS P.O. Box address. The enclosed Form 3210 will either have the Tracking Numbers listed on it, or a listing of the Tracking Numbers will be attached. Leave the Form 3210 in the package and route the box to the designated area (e.g., Teller Unit, Field Office, etc.) to extract the envelopes, post the payments, and acknowledge the Form 3210. Campus Support sites and Field Offices (TAC sites) will process most payments through RS-PCC (Remittance Strategy for Payment Check Conversion). When the TAC site processes the check, they will stamp the return "Received with Remit" if Full Paid; if Part Paid, they will edit an amount beside the stamp. Campus Support will edit a "green rocker" under the Balance Due line for Full Paid and edit an amount in green if Part Paid. If the site cannot process a check through RS-PCC, they will continue to send these to the campus via Form 795 and Form 3210 addressed to the Teller Unit. All Forms 809 must be routed to the Teller Unit. The TAC sites and Campus Support will sort the shipment as "Remits" , "RS-PCC" , "Non-Remits" , and "CORR" (for Correspondence to be routed). All of these forms will be mailed daily overnight traceable mail. They can be mailed in two ways: A single shipment addressed to the Teller Unit Stop # - Teller Unit will take out their designated envelope with the "Remits" (returns and checks to be processed along with Form 795 and Form 3210) and leave the remaining contents for Second Sort, then Batching. The "non-remit" Form 3210 should remain with the separate document types so that Batching will know which are "RS-PCC" and which are "Non-Remits" . "CORR" will be routed by Second Sort to the correct functional area. For "RS-PCC" documents, always check the "RPS Indicator" on BBTS. Site will mail two separate envelopes, one to the Teller Unit Stop Number and another envelope addressed to the designated "non-Remit" Stop Number with the "RS-PCC" , "Non-Remit" documents, and "CORR" sorted separately. Note: Do not put this mail into Extraction. It should be routed directly to Batching. Leave the Form 3210 attached. The Form 3210 for the "RS-PCC" and "Non-Remit" and "CORR" documents are to follow the time frame for "non-remit" acknowledgement and retention, but they can be signed and filed in another area. Refer to IRM 3.13.62.7.2, Media Transport and Control. TAC sites date stamp all Extension Form 4868 and Form 7004 upon receipt, but if not stamped and the Release Date on the Form 3210 indicates the forms were received on or before the Due Date, consider them timely. When documents are transshipped to a site for processing, verify the receipt of the document(s) in the package against the Form 3210, sign and date it, mail the copy back, and keep a copy for your files. This task can be performed in a centralized area. See IRM 3.13.62.7 for information regarding Form 3210. Notice the exception in (3) above. Note: If a package is received with a Form 3210, but it is addressed to a specific individual or function, route the package along with the Form 3210 to the recipient. They will acknowledge receipt of the package by signing the Form 3210 and returning the copy. Receipt and Control generally only signs Form 3210 for packages mailed "IRS to IRS" that include documents or returns that will be processed. Any IMF return received from a Field Office, Campus Support, a BMF site (or a BMF site transfer a IMF return processed by their Lockbox) will have to be reviewed for a signature prior to batching. If the signature is missing and it was a remit document, it must be dollar stamped or a "R" must be edited on the return prior to mailing it back to the filer. If you receive a package of returns with Form 3185, Transfer of Return, attached, do not sign the Acknowledgement at the bottom of the Form. Route the entire contents to the area listed in the "To" box. Be sure to report time on Form 3081 (time sheet) and volume of Form 3210 (drop a UPC card) using the designated OFP code 31-800-53020. Field offices include Form 3210 transmittal listing items in the package. To acknowledge the field office documents on Form 3210 the technician verifies and marks Form 3210 with a distinctive check mark ✓ adjacent to each item received on the transmittal. The technician will sign and date acknowledgement copy Form 3210 and must return it to the originator of Form 3210 within 10 business days. The campus manager directs that the current day transmittals are separate from the previous days to ensure the earliest received dates are sent first. Supervisors are responsible for conducting quarterly managerial review to ensure that procedures are being followed. Management may, at its discretion, conduct these managerial reviews at more frequent intervals. Enterprise Electronic Fax (EEFax) will be the Servicewide standard for faxing by October 2017. Please refer to IRM 3.13.62.8.2.1. Originators of packages are required to provide 2 copies of Form 3210 transmittals, one that will be used as an acknowledgement copy by the campus to return in the mail. If an acknowledgement copy is not provided, and you have to mail the transmittal, then photocopy the verified transmittal and mark Acknowledgement Copy, and return to the originator at the specific address listed on the transmittal. Refer to IRM 3.10.72.11, Transshipment Guidelines. 3.10.72.7 (06-21-2017) Sorting With-Remittance Returns/Documents General All returns received in the Campus with a remittance must be sorted, batched, blocked, and identified as "With Remittance" . All Lockbox Remittance and "RS-PCC" "Received with Remit" or "Green Rocker" or green edited amount returns received in the Campus must be sorted, batched, blocked and identified as "With Remittance (W/R)" if the transmittal indicates they had Remit. Refer to additional indicators shown in the section above to determine how to identify transshipped remit returns. See IRM 3.10.72.6.2.5 (2). Note: IMF returns that were originally received "with remit" and later sent back for Signature will have an edited "R" or "$" . These do not need to go to Deposit, but need to be sorted separately and identified as "Remit" prior to routing to Batching. Ensure that the With-Remit sort integrity is maintained with proper batching and blocking. IMF Returns received with a remittance and annotated with one of the following literals are to be processed as Amended returns and routed to Payment Perfection. Amended Copy Corrected Duplicate Revised Substitute Supersedes Tentative Specific BMF Returns received with a remittance and annotated with one of the literals shown below are to be processed as Amended returns and routed to Payment Perfection. In addition, all BMF amended returns ending with a "X" (e.g., Form 1120X, Form 941-X, etc.) are also routed to Payment Perfection, then ICT (or Compliance) for processing. Only the following forms with the specific "amended literals" are considered "Amended" : Form CT-1, Form 706, Form 709, Form 940 series, Form 941 series, Form 943 series, Form 944 series, Form 945 series, Form 1042, and Form 1120 series with one of the following notations. Amended, Revised, or Corrected Full-Paid category only pertains to current year timely-filed IMF returns. Double check non-remit Form 706 and Form 709 for presence of a remittance, in addition to all Balance Due (original and Amended) returns/notices before forwarding to Batching or Estate and Gift Unit. It is important to extract all remits up-front to ensure we deposit all receipts daily into the Treasury. Sort any Remit for $1 million or greater and route separately to Deposit. Follow local procedure to ensure any Refund of $1 million or greater is batched on same day as received. 3.10.72.7.1 (05-25-2016) Perfect Remits for Remittance Processing System (RPS) or Transport "Perfects" are defined as checks or documents that require no additional perfection or correction for processing. The perfect sort is intended to maximize the volume of data processed directly through the RPS function. Identify and sort perfect "with-remittance" items and route them directly to RPS. "Perfect" will have one remittance with a Return or Source Document attached (or a "loose" check) that contains all the items listed below: Legible taxpayer name (either handwritten or typed) with no entity changes and numeric amount, and No annotations on Check or Source Document (e.g., "Amended" , "Duplicate" , "Copy" , "Deceased" , "Estate" , "Substitute" , "Revised" , etc.), and Primary TIN (9 digits with no hand-written changes) on remit matches the source document, and One or more Tax Period(s) indicated on Source Document or Check, with no taxpayer intent. Refer to (6) below for the exception. Exception: ACS payments or any indication of a "levy payment" on a check is never a perfect payment. Always route to PPU. If a "check with stub" is received with a Form/Return, place it behind the Form/Return and route to Pre-Batch. If the payment is for a Form 5330 or Form 5558, it is only perfect if it includes all the items listed in (2) plus the Plan Number. Otherwise, route to PPU. If the payment is for a Form 8038-T, it is only perfect if it includes all the items listed in (2) plus the Report Number. Otherwise, route to PPU. If there are multiple checks and multiple source documents included in a package, try to match them up and make them "perfect" . For any that cannot be made "perfect" , route to PPU. If in doubt, route to PPU. If there are multiple tax periods shown and the taxpayer has designated amounts to be posted to specific periods, route to PPU. (e.g., taxpayer writes a check for $100 and states, "apply $50 to 2013 and $50 to 2014" .) You must follow the taxpayer's intent when they specify how to post the remit. However, multiple tax periods listed on a notice and one check attached does not indicate "intent" to post to a specific tax period. Any remit designated for a "Trust Fund Only" should be routed to PPU. When signed returns have a "R" or "$" , etc. edited or stamped in the upper left corner, sort as a "remit" document and identify as Remit returns when routing directly to Batching. Date stamp, if received after the grace period. 3.10.72.7.2 (05-22-2014) Imperfect Remits for Payment Perfection Unit (PPU) An imperfect remittance return or document is one that does not meet one or more of the criteria in IRM 3.10.72.7.1, Perfect Remits for RPS or Transport. Route all imperfect returns and documents to Payment Perfection Unit (PPU). Note: This includes any remit where the Taxpayer has indicated in the memo section of the check that the remit is for "Trust Fund" only. When sending remittance associated with documents to Payment Perfection, avoid attaching to the right side, near dollar information. If the payment stub or voucher has an address change notated, it will be routed to Entity after the payment has been processed. Note: This includes all payment stubs that would normally be transshipped to a Campus Support site. This does not mean any payment with correspondence that someone would have to review. This means payment stubs from a Dual stub notice and there is nothing but a stub (with an address change) and a remit. Campus Support sites do not have an Entity unit. 3.10.72.7.3 (01-01-2016) Notices Non-Remit Balance Due Notices are routed according to the Routing Guide in Exhibit 3.10.72-3 (CP Notices) and Exhibit 3.10.72-2 (C Letters) and your local Maildex, or by the CFN in Exhibit 3.10.72-5. Leave returns attached to the back of the Notice or "C" letter, excluding the Exceptions shown below. Note: Some notices have a bar code located in either the upper right corner (above the Notice data) or directly above the title "Contact Information" on the stub portion. Do not date stamp over the bar code. This prevents other functions from scanning information embedded in the bar code. Exception: If a CP 11 or CP 12 or CP 59 or CP 63 or CP 759 or CP 2057, Form 8009-A or any "C" Letter (other than Letter 12C), is attached to a Form 1040X, move the Form 1040X to the top and route to the 1040X Unit. Route to IMF ERS when a Letter 12C is attached to Form 1040X. If a Form 944 is attached to a Letter 4148C, attach the letter to the back of the return and continue processing the return. If there is correspondence attached to the letter that requires a response by Accounts Management, route the letter to ICT. Make sure you date stamp the letter (e.g., Letter 4281A, Letter 4281B, Letter 4281C, Letter 4281E, Letter 4281F, Letter 4281G) and return if routing to another function outside of Submission Processing. Route the return to Batching. If a CP 05 or CP 05A is attached to a Form 1040X, route to RIVO. Make sure you date stamp the notice and return if routing to another function outside of Submission Processing. If any of the BMF CSCO notices have correspondence requesting an Installment Agreement, etc., route the package (Correspondence with return) to CSCO, instead of separating them. With Remit Balance Due notices should be processed using the following procedures: All remittances must be associated with the proper notices. Destroy the top part to perfect notices. Scannable notices must be sorted by placing the notice on top of the check. See Figure 3.10.72-8 for examples of scannable notices. Remove all staples from Notices and Checks to prevent any damage to the Transport equipment. Note: For additional information regarding remits, see IRM 3.10.72.5.5 and IRM 3.10.72.7. If a letter, notice, or Form is to be worked by "Accounts Management" , they should be scanned by the local ICT function in the site where received. The scanned document is electronically routed to the proper site for processing. Do not transship, unless specific instructions indicate a site and Mail Stop. Note: If any response to a CP 50X notice is received with a request for an adjustment or abatement of penalty, route to the local ICT for Accounts Management. Route to CSCO only when there is a clear indication of "can't pay" or "won't pay" and request for installments, or Form 9465, Form 433 series, or Form 2159 is attached. When multiple IRS initiated notices/letters are sent back in the same submission, identify the one that was issued on the most recent date. Put that one on top and route the entire package to that function using the Routing Guide/IDRS number, etc. If the taxpayer requests an "Extension of Time to File" via "white mail" , instead of the appropriate Form (i.e., Form 7004, Form 4868, etc.) route the Form with remit with other Extensions to Deposit. If a Form 8857, Innocent Spouse Relief, is attached to a notice/letter (front or back), detach it and write "Detached F 8857" on the correspondence. "Expedite" the Form 8857 to CSPC, Stop 840F. Route correspondence to appropriate function. If a Form 14039, Identity Theft Affidavit, is attached to a notice/letter (front or back), leave it attached. "Expedite" the package to the originating function (where you would normally route the notice). Note: If the Form 14039 is received "loose" or you receive correspondence referencing "ID Theft" , "stolen identity" , "victim of identity theft" , etc., date stamp and "expedite" to ICT, unless a Stop Number/Function/Employee Name is shown in the Address line on the envelope. In that case, determine proper routing to ensure form can be associated with controlling case file. Figure 3.10.72-8 Figure 3.10.72-8 is a picture of a CP 503 notice on top with a scan line that makes it a good scannable voucher. The bottom notice is a CP 161 with a scan line, but it has corrections which makes it a non-scannable voucher or imperfect. Please click here for the text description of the image. 3.10.72.8 (01-01-2022) Major (Primary) Form Sort – Individual Master File (IMF)
