ENTITY receives information from other programs.

ENTITY can only be accessed when the user is connected to the Local Area Network (LAN) via an IRS office connection or Enterprise Remote Access Project (ERAP).

ENTITY displays inventory, module, time, activity and employee management information.

ENTITY may be used to analyze Field Collection activity and inventory using a range of criteria. For example:

For more information on Collection time reporting, refer to IRM 5.3.1.2.4, Time Reporting.

ENTITY displays all Open and Queue inventory.

ENTITY displays the case codes and subcodes on Open inventory that is assigned in ICS.

Research results may be displayed, printed or e-mailed. The e-mail option is not available for data that includes taxpayer information or Personally Identifiable Information (PII).

ENTITY is a current data base that is used to:

For ENTITY User Guides, Job Aids, Calendars, FAQs, and Contacts, please visit the ENTITY web site at: http://mysbse.web.irs.gov/Collection/collsystems/entity/default.aspx

The ENTITY queue consists of all cases in status 24 (TSIGN 7000):

GM Case Assignment is used by collection group managers to assign inventory (cases). Complete documentation for GM Case Assignment can be found on the ENTITY web site at: ENTITY User Guides

However, not all cases go to the queue prior to assignment. The following types of cases are sent directly to the manager's ICS hold file. Refer to IRM 5.1.20.2.3.1, Cases That Bypass ACS and the Queue and go Directly to ICS, for a complete listing:

Accelerated cases should be selected for assignment first, unless there is a business reason to do otherwise. A group manager may by-pass accelerated cases and assign non-accelerated inventory using the Custom assignment feature in GM Case Assignment.

The manager can assign cases that do not appear in the group manager's queue such as notice status and related/cross-referenced cases in the following manner:

After completing these actions, IDRS will assign the case to the RO on the following weekend.

The case code and subcode are each three digit codes:

The case code and/or subcode must be changed on ICS as the nature of the case changes. The RO has the primary responsibility of updating case codes and subcodes. For example, a corporation may initially be coded 201 (Corporation - In Business). If the RO learns that the corporation is out of business, the case code must be changed to 202 (Corporation - Out of Business). Case code changes are made on ICS. ICS then extracts this information to ENTITY.

The case codes are established and defined by headquarters. The definitions can only be changed at the national level. Refer to IRM 5.2.1, Collection Time Reporting

The ICS/ENTITY case codes are listed in the table below:

Subcodes are set and defined by headquarters or the local area office.

Time tracking for non-IDRS cases and some specific programs are controlled by subcodes. The subcodes below match the time codes on the Form 4872 Collection Activity (Non-ACS Report). Time charged to cases with one of these subcodes is added to the appropriate time code.

Most subcodes 500 and below are national subcodes.

The first 20 digits of subcode series over 500 are reserved for use by headquarters, e.g., subcodes 500 - 519 ,600 - 619, etc., are reserved. Most subcodes over 500 are local subcodes. These subcodes may be used by areas to track cases of local interest.

ICS/ENTITY Subcodes are listed in the table below:

Time values are input as whole and fractions of an hour:

TIN-based time means time is charged directly to an assigned taxpayer case. The RO will report Direct time (time spent on assigned cases) in quarter hour (.25) increments. An RO in general program working 15 minutes or less on a case has the option of recording that time to the case or time code 809 - Miscellaneous Direct. Direct case time over 15 minutes must be charged to the assigned taxpayer case.

Overhead time will be reported in 15 minute (.25) increments.

For more information about Time Codes and time reporting, refer to IRM 5.2.1, Collection Time Reporting.

Non-Case Direct Time Codes are listed in the table below:

Non-Direct Time Codes are listed in the table below:

Overhead Time Codes are listed in the table below::

Time code 614 Management Direct Case is direct time. Managers and acting managers use this time code for all activities directly related to taxpayer cases.

Examples of usage include, but are not limited to performing:

Other Hours Time Codes are listed below::

Detail Out Time Codes are listed below:

Information Only Time Codes are listed below:

Field Collection employees who contact taxpayers or attend to case-related business while in the field must properly report the amount of time spent in the field to the case and to the Information Only Time Code, Field Time (621). This code is not intended for clerical or management use.

Total hours spent working Flexiplace must be reported using the Information Only Time Code, Flexi-Place (622).

The RO must not project time to be expended on taxpayer cases.

Scheduled leave, training time, and detail out time will be input prior to the employee's absence. ROs, group secretaries, and managers will utilize the End of Day (EOD) function on ICS prior to departure.

ROs and other Field Collection ICS users will finalize their time on ICS using the EOD function at the close of business each day, but no later than the next business day, except at the end of the monthly time reporting period.

On the last Friday of the monthly time reporting period, ROs must connect to the Local Area Network (LAN) via ERAP or at an IRS office to upload their time by close of business. Users can input and EOD training and leave hours in advance. (Per IRM 5.2.1.8.1, Collection Time Reporting, Field Collection Procedures)

If an employee is unexpectedly absent when the month end time report is due or is having difficulty connecting to the LAN, the employee will make every effort to report time via telephone or fax no later than the last Friday of the monthly time reporting period. The group manager or group secretary can input, correct, and EOD time for the employee.

Only the group manager, acting group manager or the group secretary can edit time that has been EOD'd.

A Category A realignment takes place when a group or territory is created, collapsed or moved. Movement of individual employees between groups or territories is not considered a Category A realignment.

There are five common Collection Realignments for ICS and ENTITY (Category A SB/SE - Request for Organizational Change (S-ROC)):

Complete instructions for Category A realignments are found in IRM 1.53.1, Managing Organizational Change, Small Business and Self-Employed Division.

The following table outlines the type of realignment and time frames:

All approved requests for Collection realignments must be submitted to the headquarters ENTITY program analyst at least 45 days prior to the desired action date. The desired action date must fall on the first Monday of a monthly reporting period. The approved request must be submitted on an SB/SE - Collection Realignment Request form with the approved S-ROC control number (refer to Exhibit 5.3.1-1, SB/SE-Collection Realignment Request).

All area offices will provide the name and telephone number of a realignment coordinator from within the area director's staff. This person will be responsible for ensuring all necessary information (request forms, spreadsheets, list of affected personnel, etc.) are provided to the Collection Automation Coordinator (CAC). The CAC will communicate and coordinate with the area, headquarters, ENTITY and ICS analysts, and MITS staff.

The required information for all realignments will be forwarded to the CAC at least 45 days prior to implementation.

Collapse Inactive Groups — a group that is collapsed CANNOT stay on ICS/ENTITY for future use. Each area is required to formally collapse any group that is not active in ICS using Category A S-ROC procedures.

Employees moving from one group to another is not considered a formal realignment. However, the following actions need to be taken when moving an employee:

The group secretary responsibilities are:

The RO responsibilities are:

The group manager responsibilities are:

The group manager is responsible and accountable for accurate and timely EOM Reports for their group. Running EOM reports or making necessary time corrections is timely if it occurs on Monday or the first business day following the last Friday of the monthly reporting period. The group manager is responsible for reviewing the reports, and ensuring the accuracy of the reports. Once the group manager verifies the accuracy of the EOM reports, the group manager will approve/finalize the group's EOM. Finalizing the EOM is accomplished by selecting "Approve EOM" under Month End on ENTITY. The Approve EOM action in ENTITY will constitute the group manager's electronic signature that the EOM reports are accurate and completed.

Managers should review the use of case codes periodically to:

When the group manager needs assistance regarding ENTITY, they should seek help from the following sources:

The territory manager responsibilities are:

The territory manager is responsible for notifying the area office, Field Collection HQ and the CAC prior to any requested group changes which affect ENTITY. The territory manager should allow sufficient time for the CAC to notify and coordinate any changes with headquarters, ICS, and the ENTITY support staff. The following changes require notification:

The area office responsibilities are:

The area office is responsible for notifying the CAC of any requested collection realignments that involve collapsing groups or territories, creating new groups or territories, or moving groups from one territory to a new territory. ENTITY must receive notification of any changes as soon as they are approved. Failure to timely notify ENTITY program analysts of Collection group changes may prevent or delay the implementation of the requested changes and may result in inaccurate data.

The area office will ensure all request forms for group changes (Refer to Exhibit 5.3.1-1, SB/SE-Collection Realignment Request) are received in headquarters in a timely manner. The area director or designee will be the approving authority for any changes which affect the ENTITY.

Realignments generally will take place the first week of the new quarter.

The CAC responsibilities are:

Upon receipt of an approved S-ROC and before any changes are made, the CAC is responsible for coordinating any changes to ENTITY with the ENTITY support staff, headquarters, and ICS. Failure to notify ICS and ENTITY of any changes may result in the loss of data.

The CAC coordinates with the area office, local system administrators, and IQAs to complete the realignment request forms . Completed request forms must be supplied to headquarters at least 45 days prior to the desired realignment date. (Refer to Exhibit 5.3.1-1, SB/SE-Collection Realignment Request)

The IQA role encompasses functional support of ENTITY, ICS, and the Collection Time Reporting System (CTRS).

The IQA is the resident analyst for ENTITY, ICS and CTRS. The IQA serves as the area focal point and quality assurance specialist for the resolution of software and system problems. The IQA assists with the reorganization of collection groups within the area, provides liaison and analytical services, and identifies and resolves systemic and procedural errors.

The IQA responsibilities are:

The Collection policy analyst role varies based on assignment:

Collection policy analysts may utilize ENTITY reports and queries to identify trends and evaluate workflow.