7.15.8 Tax Exempt Determinations Systems (TEDS) Routing Slip Features

Manual Transmittal

July 19, 2013

Purpose

(1) This transmits new IRM 7.15.8, Employee Plans TEDS User Manual, Tax Exempt Determination System (TEDS) Routing Slip Features.

Background

Tax Exempt Determination System (TEDS) is a Web-based information system that provides an electronic case and inventory management system used across Tax Exempt and Government Entities (TE/GE) Determinations business units.

TEDS was launched as a Pilot in 2003 and from that time on, with a few exceptions, the EP Determination applications have been processed using this electronic system. EP Determination applications are uploaded to TEDS and, using on-screen capabilities, specialists review and process cases in TEDS.

Material Changes

(1) This IRM describes the function and capabilities of a TEDS routing slip as used by Employee Plans (EP) personnel. The material in this IRM comes from the Tax Exempt Determinations System (TEDS) Student Guide. The screen shots are taken directly from TEDS.

Effect on Other Documents

None

Audience

Tax Exempt Government Entities TE/GEEmployee Plans Personnel

Effective Date

(07-19-2013)

Robert Choi
Director, Employee Plans
Tax Exempt Government Entities Division

Overview

  1. This IRM provides guidance to Employee Plans (EP) Determinations employees on the use and purpose of the routing slip in the Tax Exempt Determination System (TEDS).

  2. The Routing Slip feature in TEDS allows a user to share a case with one or more users for review on a case without transferring or otherwise changing the ownership of the case.

Routing Slip Features

  1. A routing slip provides a link to the case folder, and it gives the recipient (routee) the ability to read the entire case file including non-disclosable items. The routee can also create a case chronology entry or import a document into the file.

  2. The routing slip can be used to refer a case to:

    • The closing agreement coordinator

    • An on-the-job instructor

    • A peer reviewer

    • An actuary

  3. The routing slip characteristics include:

    • The ability for the originator/case owner (router) or routee to attach a document to the routing slip.

    • Inbox notification of routing slip status for the router/routee/routees.

    • The ability of users to make comments.

    • Termination by a case owner at any time.

  4. Using the routing slip, a router can:

    1. Route a case to a single user.

    2. Route a case to several users in a predetermined order.

    3. Route multiple routing slips simultaneously on the same case.

  5. A routing slip can only be created on a case that is assigned to the router.

Creating A Routing Slip

  1. The router can create a Routing Slip in TEDS by following these steps:

    1. Open the case that is to be routed.

    2. Select File.

    3. Click New Routing Slip from the drop-down menu.

  2. See Exhibit 7.15.8-1, Create Routing Slip.

Routing Slip Information Tab

  1. On the Routing Slip Info tab, a router can change the default subject line using up to 50 characters. The router can also enter a description of up to 300 alphanumeric characters in the description box.

  2. The Info. Tab Description box is ued by the router for comments by the router when first creating the routing slip.

  3. The comment tab (within the Info. Tab) is used by the routee for comments. The router may also add comments in this tab.

  4. Additional documents may be attached or removed from the routing slip by the router or routee. Imported document(s) will be located in the working folder.

  5. The router should NOT select Finish until all desired information has been entered on all tabs (including routee).

  6. See Exhibit 7.15.8-2, Routing Slip Information Tab.

Routing Slip Attachments Tab

  1. After all information is entered on the Info tab, the router can attach additional documents.

  2. To attach one or more documents to the routing slip:

    1. Click the Attachments tab and click Add to attach a document.

    2. Click Import on the left pane to attach a document from the user's computer. This will bring up the Import screen. The importing procedures are described in IRM 7.15.6, Navigating the Tax Exempt Determination System (TEDS).

    3. Click OK.

    Exhibit 7.15.8-3., Attachments Tab - Adding an Attachment and Exhibit 7.15.8-4, Attachment Tab - Removing an Attachment.

  3. To remove attached documents, click on the box next to the attachment and click Remove. See Exhibit 7.15.8-5, Attachment Tab - Removing an Attachment.

  4. After selecting recipients and the routing slip is ready to be sent, select Finish.

Users Tab (Router Only)

  1. The users tab allows the router to choose the routee(s) and to send the routing slip to users in a specific order. Only the router’s routing slip will contain a users tab.

  2. To select routee(s):

    1. Select the routee(s) by highlighting the correct name and clicking on the arrows to add or remove names from the Selected Users box.

    2. Click Finish to send routing slip or Cancel to abort the action.

    See Exhibit 7.15.8-6, Select Recipients (Routees).

Accessing the Routing Slip

  1. TEDS sends a message to the Inbox of the routee. See Exhibit 7.15.8-7, Routees Inbox Notification. The sent copy of the routing slip includes a link to the case. The "Routing Slip Notification" icon (check mark ✓) indicates an action is required. The "red flag" icon indicates a simple notification.

  2. To access the routing slip:

    1. Click Review Routing Slip notification in the Inbox. See Exhibit 7.15.8-8, Reviewing the Routing Slip.

    2. Right click on the Routing Slip Line with the case number on the opened notification or highlight Routing Slip Line and click File on the TEDS toolbar menu.

    3. Select Edit from the options in the dialogue box.

    4. The routing slip will open. Click Link to Case Folder.

    5. TEDS opens the case folder in a new window. See Exhibit 7.15.8-9, Routee's View of the Routing Slip.

  3. Each routee is able to review all of the case folders and the routing slip attachments. Routees cannot make changes to the case data but may add/delete documents attached to the routing slip. The routee can also create a case chronology entry and input time on the case.

  4. Each routee is able to view, add or delete attachment(s) to the routing slip. Any attachments to the routing slip can be accessed through the Routing Slip Attachments tab. Click the attachment link to view the attachment or the view the attachment in the working folder. Documents that the routee removes from the Attachments tab will remain in the working folder. See Exhibit 7.15.8-10, Attachments Tab (Routee's View).

Completing a Routing Slip (Routee)

  1. Each routee of a routing slip is able to enter comments, prior to completing the routing slip, on the Comments tab of the routing slip. If there are previous comment entries, they will be displayed on the Comments tab.

  2. After the routee has completed the review, added or deleted the desired attachments, and entered any comments, the routing slip is ready to be completed.

    1. From the open Inbox notification, click Review Complete .

    2. Click OK to finish or Cancel to abort on the verification screen.

  3. TEDs will send a message to the router's Inbox when the routee has completed the review.

  4. If the case was routed to more than one routee, the completed slip will inform the router the routee has completed the review and the case has been routed to the next routee.

  5. The below exhibits contain example screenshots of the routing slip completion process:

    • Exhibit 7.15.8-11, Routee Comments Tab

    • Exhibit 7.15.8-12, Completing the Routing Slip

    • Exhibit 7.15.8-13, Notification of Completed Review - Router's Inbox

    • Exhibit 7.15.8-14, Completing Routing Slip - Routee

Tracking Routing Slip Progress

  1. The progress of a routing slip may be reviewed through the Case History folder or through the router’s Inbox notifications.

  2. The Case History folder displays all case actions including those related to the routing slip. Entries are listed in chronological order regardless of action taken.

  3. Exhibit 7.15.8-15, Case History Folder is a screenshot example of routing slip entries listed in case action order. In the example there are multiple pages in the case history.

Inbox Notification Progress Tab

  1. The progress of an open routing slip can be tracked through inbox notifications. The Progress tab on the Inbox message provides a status update on the routing slip.

  2. To view the Progress tab information, Open the inbox notification message and click the Progress tab at the top of the message.

  3. Exhibit 7.15.8-16, Inbox Notification - Progress Tab screenshot example showing completed and upcoming actions.

    Note:

    Warning: Do not click Review Complete unless the routing slip is finished. Use Close to return to Inbox.

Open Vs Closed Routing Slip

  1. The routing slip indicator is located at the bottom of the page on the General Case Information Tab on the case Properties Info screen.

  2. The indicator reflects the open or closed status of case routing slips.

  3. An open routing slip and its attachments are located in the Working folder. Once a Routing Slip has been closed or terminated it will be automatically moved to the Non-Disclosable folder. However, the routing slip attachments in the Working folder must be moved manually to the appropriate folder prior to case closing. Attachments do not move automatically with the closed routing slip. Once the routing slip has been closed and is in the non-disclosable folder, it cannot be moved to the Purge folder.

  4. An open routing slip will prevent a case from being transferred or updated to status 74PC OR 57.

  5. See Exhibit 7.15.8-17, Case Information - General Case Info Tab example.

Terminating - Routing Slip

  1. The router's manager or router may terminate a routing slip at any time.

  2. To terminate an open routing slip do the following:

    1. Open the Working Folder.

    2. Click on the line of the routing slip to be terminated.

    3. Click File.

    4. Select Terminate Routing Slip from the drop-down menu.

    5. Click OK on the termination verification screen to complete the action.

  3. See Exhibit 7.15.8-18, Terminating - Routing Slip.

Closing - Routing Slip

  1. Once the routee/router's/router completes the routing slip, TEDS sends a message to the router's inbox indicating an action is required. The router should review the routing slip and comments.

  2. To close the routing slip notification, the router must open the completed routing slip notification and click Review Complete. Closing the routing slip is a TEDS case closure requirement.

  3. See Exhibit 7.15.8-19, Routing Slip Completed Notification and Exhibit 7.15.8-20, Closing - Routing Slip.

Create Routing Slip

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Routing Slip Information Tab

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Attachment Tab- Adding an Attachment

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Import to Add Attachment

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Attachments Tab - Removing an Attachment

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Select Recipients (Routees)

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Routee's Inbox Notification

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Reviewing the Routing Slip

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Routee's View of the Routing Slip

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Attachments Tab (Routee's View)

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Routee Comments Tab

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Completing the Routing Slip

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Notification of Completed Review - Router's Inbox

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Completing Routing Slip - Routee

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Case History Folder

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Inbox Notification - Progress Tab

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Case Information - General Case Info Tab

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Terminating - Routing Slip

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Routing Slip Completed Notification

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Closing the Routing Slip

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