7.22.4 Tax Exempt Determination System (TEDS) User Manual184.108.40.206 Overview220.127.116.11 System Support18.104.22.168 User Community22.214.171.124 Case Establishment126.96.36.199.1 Form 1023-EZ Case Establishment188.8.131.52 Log on 184.108.40.206.1 Creating TEDS Desktop Shortcut220.127.116.11.2 Improving System Performance18.104.22.168.3 Preparing the Computer22.214.171.124.3.1 Documentum126.96.36.199.4 Obtaining a Print Screen188.8.131.52 Business Rules Overview184.108.40.206.1 How Business Rules Work220.127.116.11.2 Business Rules Results18.104.22.168 Roles and Delegations22.214.171.124.1 Roles126.96.36.199.2 Permissions188.8.131.52.3 General User Roles and Permissions184.108.40.206.3.1 Researcher220.127.116.11.3.2 Group Secretary/Clerk18.104.22.168.3.3 Processing Clerk22.214.171.124.3.4 Unpostable Clerk126.96.36.199.3.5 User Fee Adjuster188.8.131.52.3.6 Case Assigner184.108.40.206.3.7 Specialist220.127.116.11.4 Managerial Roles and Permissions 18.104.22.168.4.1 Group Managers22.214.171.124.4.2 Area Managers126.96.36.199.4.3 Executive Management188.8.131.52.4.4 National Unassigned Inventory (NUI) Manager184.108.40.206.4.5 Functional Security Manager (FSM)220.127.116.11.4.6 System Support18.104.22.168.4.7 Records Manager22.214.171.124.5 Role Delegation126.96.36.199.5.1 Delegating a Role188.8.131.52.5.2 Delegate Notification184.108.40.206.5.3 Revoking a Role Delegation220.127.116.11 Case Identification and Status Codes18.104.22.168.1 TEDS Case Number22.214.171.124.1.1 EDS Case Number126.96.36.199.1.2 EDS Case History Record188.8.131.52.2 Purpose of Status Codes184.108.40.206.2.1 TEDS Status Codes220.127.116.11.2.2 Grouping Status Codes18.104.22.168.2.3 TEDS Sub-Status Codes22.214.171.124.3 System Event Codes126.96.36.199 Navigation Overview188.8.131.52.1 Document Repository184.108.40.206.1.1 Screen Selection Options220.127.116.11.2 Cabinets18.104.22.168.2.1 Universal Cabinets22.214.171.124.2.2 Personal Cabinets126.96.36.199.2.2.1 Inbox Cabinet188.8.131.52.2.2.2 My Cases Cabinet184.108.40.206.2.2.3 Reports Cabinet220.127.116.11.2.2.4 Recently Viewed Cabinet18.104.22.168.2.2.5 Saved Searches Cabinet22.214.171.124.3 Accessing a Case File126.96.36.199.4 Case Information File188.8.131.52.5 Viewing Documents in TEDS184.108.40.206.6 Display Screen Options220.127.116.11.6.1 Page Display18.104.22.168.6.2 Column Headers22.214.171.124.6.3 Adding Column Headers126.96.36.199.6.4 Removing Column Headers188.8.131.52.6.5 Re-Ordering Column Headers184.108.40.206.7 User Profile220.127.116.11.7.1 TEDS Roles18.104.22.168.7.2 Group Profile Screen22.214.171.124.8 Case Chronology Folder126.96.36.199.8.1 Creating a CCR Entry188.8.131.52.8.1.1 CCR Entry Fields184.108.40.206.8.2 Editing a CCR Entry220.127.116.11.8.3 Printing a CCR Report18.104.22.168.9 Modifying Data22.214.171.124.9.1 Changing Basic Entity Data126.96.36.199.9.2 Changing Disclosable Indicator188.8.131.52.9.3 Accessing Case Information File184.108.40.206.9.4 Properties Information Screen220.127.116.11.9.5 General Case Information Tab18.104.22.168.9.6 Editing Case Categories22.214.171.124.9.7 Receipt and Handling Tab126.96.36.199.9.8 Entity Data Tab188.8.131.52.9.9 Contacts Tab184.108.40.206.9.10 EO Closing Data Tab220.127.116.11.10 Case Indicators18.104.22.168.11 Query and Search Capabilities22.214.171.124.11.1 Query Options126.96.36.199.11.1.1 Simple Search Query188.8.131.52.11.1.2 Advanced Search Query184.108.40.206.220.127.116.11 Select Object Type18.104.22.168.22.214.171.124 Properties126.96.36.199.188.8.131.52 Adding a Search Property184.108.40.206.220.127.116.11 Removing a Search Property18.104.22.168.22.214.171.124 Searching by Date126.96.36.199.188.8.131.52 Searching by Size184.108.40.206.11.2 Search Results and Editing Search Criteria220.127.116.11.11.2.1 Count Results18.104.22.168.11.2.2 Editing a Search22.214.171.124.11.2.3 Saving a Search126.96.36.199.11.2.4 Finding a Saved Search188.8.131.52.11.2.5 Running a Saved Search Query184.108.40.206.11.3 Exporting Search Results220.127.116.11.12 Importing, Moving, Editing, and Copying Documents 18.104.22.168.12.1 Importing a Document22.214.171.124.12.2 Moving a Document126.96.36.199.12.3 Editing a Document188.8.131.52.12.4 Copying a Document184.108.40.206.13 Document Splitting/Modifying220.127.116.11.13.1 Splitting/Modification Procedure18.104.22.168.14 Viewing TEDS Documents Using Optical Character Recognition (OCR)22.214.171.124.14.1 Using Optical Character Recognition126.96.36.199.14.2 Document Image Icons188.8.131.52 Electronic Case Processing184.108.40.206.1 Case Assignment220.127.116.11.1.1 Case Assignment Capabilities18.104.22.168.1.2 Case Assignment Process22.214.171.124.1.3 Group Inventory126.96.36.199.1.4 Reassigning, Changing the Status, or Transferring Cases188.8.131.52.2 TEDS Case Closing for Specialists 184.108.40.206.2.1 Specialist Case Closing Procedures220.127.116.11.2.1.1 Updating Case Information File18.104.22.168.2.1.2 Updating Case(s) for Manager Review 22.214.171.124.2.2 Indicators that Prevent Closing in TEDS126.96.36.199.3 Managerial Case Review and Status Updates188.8.131.52.3.1 Manager Updates Status 57 and Status 5184.108.40.206.3.2 Managerial Status Codes Options220.127.116.11 Routing Slip Overview18.104.22.168.1 Routing Slip Features22.214.171.124.2 Creating a Routing Slip126.96.36.199.2.1 Routing Slip Information Tab188.8.131.52.2.2 Routing Slip Attachments Tab184.108.40.206.3 Users Tab (Router Only)220.127.116.11.4 Accessing the Routing Slip18.104.22.168.5 Completing a Routing Slip (Routee)22.214.171.124.6 Tracking Routing Slip Progress126.96.36.199.7 Inbox Notification Progress Tab188.8.131.52.8 Open vs. Closed Routing Slip184.108.40.206.9 Terminating - Routing Slip220.127.116.11.10 Closing - Routing Slip Part 7. Rulings and AgreementsChapter 22. Exempt Organizations Determination Letter Automation SystemsSection 4. Tax Exempt Determination System (TEDS) User Manual 7.22.4 Tax Exempt Determination System (TEDS) User Manual Manual Transmittal September 15, 2015 Purpose (1) This transmits new IRM 7.22.4, Exempt Organizations Determination Letter Automation Systems, Tax Exempt Determination System (TEDS) User Manual. Material Changes (1) Renamed IRM 7.22 series chapter title from Exempt Organizations EDS User Manual to Exempt Organizations Determination Letter Automation Systems. Effect on Other DocumentsNone AudienceTax Exempt and Government EntitiesExempt Organizations Effective Date(09-15-2015)Tamera L. RipperdaDirector, Exempt OrganizationsTax Exempt and Government Entities 18.104.22.168 (09-15-2015) Overview Tax Exempt Determination System (TEDS) is a web-based information system for Tax Exempt and Government Entities (TE/GE) Determination electronic case and inventory management system. This user manual contains procedures for accessing, navigating and processing determination applications in TEDS for Exempt Organizations (EO) employees. TEDS stores images of original determination applications, associated data and subsequent related documentation in an electronic records repository. TEDS functions include: Real time access to inventory data. Interfacing with Letter and Information Network User-fee System (LINUS). Interfacing with legacy systems Employee Plans-Exempt Organizations Determination System (EDS) to establish and update master file entities and account information. Management information to plan work and manage resources. “Specialists” in this IRM refers to EO Determinations specialists as well as tax examiners who process Form 1023-EZ applications for exemption. Non-TEDS system updates (such as to Internet Explorer or Microsoft Windows) may affect processes and procedures in this IRM. 22.214.171.124 (09-15-2015) System Support The TE/GE Business Systems Planning (BSP) Office manages TEDS. TE/GE Business Operational Program Support (TOPS) analysts help TEDS users via functional support and informational bulletins: TOPS issues electronic alerts and bulletins for updated program version releases, changes in TEDS processes or procedures, and other information. Find TEDS bulletins, guides and information, and training materials at TE/GE: BSP AUTOMATION SYSTEMS, GUIDES AND TIPS page of TE/GE Connect. Submit a help ticket to TOPS for TEDS help by: Calling the Enterprise Service Desk at 1-866-7HELP4U (1-866-743-5748) Visiting the OS GetServices website Note: To expedite your ticket, tell the help desk you have a TEDS issue. 126.96.36.199 (09-15-2015) User Community TEDS allows these users to electronically access case files: Determinations specialists and tax examiners (including Quality Assurance reviewers) Customer Account Services Group Managers Area Managers EO R&A Director Processing Clerks Researchers TEDS Business Customer Support (TOPS, System Administrators, Field Support, Server Support, and the System Help Desk) Note: This manual doesn’t contain TEDS technical support information or procedures. Access TEDS by completing the OL5081 through OSGetServices. When approved, you’ll receive an email from the OL5081 system. The email contains a link to the TEDS home page and instructions to set up a desktop shortcut. See IRM 188.8.131.52.1. 184.108.40.206 (09-15-2015) Case Establishment The Cincinnati Submission Processing Center (CSPC) establishes determination letter request cases (other than Form 1023-EZ) using procedures in IRM 3.45.1, Processing Employee Plans and Exempt Organizations Determination Applications and User Fees. EO uses the LINUS system to record all user fee payments, refunds, and adjustments. From LINUS, a case is assigned a Document Locator Number (DLN). The DLN is the case identification number. CSPC stamps all application packages with either a remit DLN or non-remit DLN, as appropriate. (See IRM 220.127.116.11.1, Document Locator Number (DLN).) LINUS transmits user fee and DLN information to TEDS. CSPC manually transcribes certain data fields from the application package and related forms (e.g., Form 2848, Form 8717, etc.) in TEDS (e.g., organization name, address, POA information, etc.). See IRM 3.45.1 for more information. TEDS captures and stores electronic images in Tagged Image File Format (TIFF). Both sides of each sheet of paper are scanned. Blank pages are deleted after scanning. Envelopes are never scanned. Non-scannable items (e.g., stapled pamphlets, newspaper pages, etc.) are notated on an input sheet which is scanned into TEDS. After CSPC scans documents, they verify images and data as readable and correct. They re-scan application packages with unreadable images. After CSPC scans and verifies, TEDS: Runs Business Rules to determine: classification, category, grade of case, user fee status, and whether to send an acknowledgement letter to a power of attorney. See IRM 18.104.22.168, Business Rules Overview. Transmits case data automatically and manually to EDS and LINUS (status updates). Manual updates in EDS will generally block all further transmissions from TEDS. Electronically stores case images and data in the TEDS Records Repository. Automatically creates and updates case chronology record (CCR) for entries such as case assignment, status updates, transition to manual case processing, etc. Specialists also make CCR entries in their cases and can view all the entries. Except for certain designated roles, other users can only view the entries they themselves make. Transmits case data to the Correspondence Letter System (CORRESPONDEX, CRX). From this data, CRX generates acknowledgement letters. CSPC reassembles all hard copy documents and places them in a case file with a printed label attached to the outside. Printed labels include: Control date Case grade Organization name Form number TEDS case number Type of request Employer Identification Number (EIN) Code section Case classification (Merit/Non-merit) Potential duplicate case number Document Locator Number (DLN) Non-scannable item (Y/N) Note: The potential duplicate case field only appears when there is a duplicate case associated with the new determination application. CSPC ships the paper copies of application packages to an IRS facility in Florence, KY, for storage. 22.214.171.124.1 (09-15-2015) Form 1023-EZ Case Establishment Pay.gov transmits Form 1023-EZ applications and user fee data to TEDS. After pay.gov validates the user fee payment, TEDS systemically creates a case. TEDS runs a statistically valid random sampling program on all Form 1023-EZ cases to identify cases for pre-determination sample review. TEDS automatically updates the identified pre-determination sample review cases to Status 71. 126.96.36.199 (09-15-2015) Log on Access TEDS from the IRS Intranet Home Page. This web-based application allows you to view case file images and dates anytime, anywhere. You will automatically be logged into TEDS after TEDS authenticates your account. 188.8.131.52.1 (09-15-2015) Creating TEDS Desktop Shortcut An easy way to access TEDS is to create a shortcut on the desktop: Place the cursor on an empty space on the desktop and right click with the mouse. Highlight New. Highlight and click Shortcut. Clicking on Shortcut causes Create Shortcut wizard to appear on the screen. On the shortcut wizard, enter the TEDS address (URL) Click Next. Create and enter a shortcut name. Click Finish. The shortcut should now appear on the desktop. 184.108.40.206.2 (09-15-2015) Improving System Performance Pages you view online are stored in a special folder for quick viewing at a later time. Periodically delete internet files stored on you computer to improve system response time. To delete internet files: Open Internet Explorer. On the top gray toolbar, click Tools. From the Tools drop down menu, click Internet Options. On the General tab, Browsing history, select Delete. Check the boxes of the items to delete (Temporary Internet files and website files/Cookies and website data). Note: Deleting cookies (a file placed on a visitor’s hard drive that allows the website to monitor the individual’s use of the site) may affect other automatic recognition in internet programs. After cleaning the Browser (deleting cookies), your computer will run better, but it may not remember sites not saved to Favorites. Click Delete. When finished, click OK at the bottom of the Internet Options box. 220.127.116.11.3 (09-15-2015) Preparing the Computer When you receive access to TEDS or receive a new computer (or get yours reimaged): Encrypt the TEDS Documentum folder. See IRM 18.104.22.168.3.1, Documentum (required). Prepare the computer for Business Rules viewing. See IRM 22.214.171.124.2, Business Rules Results (optional). 126.96.36.199.3.1 (09-15-2015) Documentum Documentum is the software TEDS uses as a local document repository. When you open a document, Documentum creates a folder on your computer. The system uses this folder as a temporary storage area for documents you’ve viewed on TEDS. IRS security policies require sensitive information be protected at all times. You must encrypt sensitive information that is processed, stored, or transmitted by computer equipment (such as laptops and memory storage devices) outside of IRS facilities. Because the Documentum folder is located on your C drive, encrypt it for security purposes. To access the Documentum folder: From the Desktop double left click on the My Computer icon to access Windows Explorer. In the left hand pane, click the Expand arrow next to OSDisk (C:) (or similar). Click the Expand arrow next to the Users folder. Click the Expand arrow next to the user’s SEID. Click Documentum folder. To encrypt the Documentum folder: Right click the Documentum folder. Select Encrypt from the menu; a box will appear. Select Apply changes to this folder, subfolders, and files. Select OK. The Documentum folder and its contents displays in green, indicating the contents are encrypted. Generally, you only need to encrypt the file once unless you receive a new computer or hard drive. 188.8.131.52.4 (09-15-2015) Obtaining a Print Screen In TEDS, you can’t use traditional Microsoft copy and paste options to capture information displayed on the screen. You must create a screen print to capture information. Obtaining a screen print varies based on your type of computer. Options to create a screen print: Click on the Print Screen (Prt Sc/Print Scrn) key. Click and hold the Function (Fn) key with the Print Screen key. Click and hold the Control (Ctrl) key with the Print Screen key. Click and hold the Alternate (Alt) key with the Print Screen key. Click and hold Ctrl/Fn/Prt Sc. Click and hold Alt/Fn/Prt Sc. Note: If none the above steps work, use other IRS installed software such as SnagIt to create an image of a screen. See IT4U website for software information and help. Open a blank Word document (or other program to copy the image to, e.g., Outlook email message). Right click in the Word document or other program. Click Paste. Save or email the information as desired. 184.108.40.206 (09-15-2015) Business Rules Overview TEDS uses the Business Rules Engine (BRE), a managerial software program, to program information from the application package into an electronic format. Application information is translated into if - then statements which are uploaded into the Business Rules Engine. This automates operational business decisions. 220.127.116.11.1 (09-15-2015) How Business Rules Work CSPC manually inputs certain data from the application.(e.g., questions on the application may be answered yes or no or a business rule may also be stated in such a way that the result may be true or false). The system translates the data into binary code or computer language (if-then statements) There are two categories of business rules: Opening business rules Closing business rules (not yet in place) After CSPC scans an application and establishes a case the system runs business rules and assigns values for: Case Completeness (determines if the application package is complete) Case Complexity (evaluates the data from the application form) Case Category (determines the case type, e.g., 4945(g) or unusual grant) Case Grade (determines the grade of the case based on answers to the application form questions) User Fee Validation (verifies whether the fee paid is correct based on the amount received and the blocks checked on the form) Case Classification (considers the outcome of all the opening business rules and classifies the case as bypassing the initial review or not) 18.104.22.168.2 (09-15-2015) Business Rules Results Some business rules results record case data: The case data is in the Case Information file on the General Case Information and Receipt and Handling tabs. Other business rules results are stored within the BRE Results folder. You can’t edit opening business rules results. However, you can correct some information set by the business rules (such as case grade and case category) once the case is assigned. EO uses business rules to: Identify issues that specialists may need to develop in the determination process. Determine why a case was classified in a particular way. Business rule results may be stated in the following format: Answer from Business Rule Result Yes 1 No 0 True T False F Correct C Note: If an item is left blank on the application form or not applicable to that form, there is no entry in the related business rule field. View business rules results as: Summary Messages BRE Response Access the case folder BRE Results to view the Summary Message screen which displays the results for each business rule set on the case. 22.214.171.124 (09-15-2015) Roles and Delegations TEDS has roles and permissions which are security features in the system. They’re based on the user’s position and operational processing needs. Your TEDS user role outlines the actions you can perform and information you can: Access View Change TEDS also contains a role delegation feature that allows a group manager (or higher) to delegate one or more of his/her user roles to his/her group members or to another manager. The information in the following sections provides guidance on how to identify TEDS user roles and permissions. It also explains how to delegate and revoke user roles. 126.96.36.199.1 (09-15-2015) Roles TEDS roles are grouped into two major categories based on related tasks and responsibilities: General Roles - users who perform work-related tasks Managerial Roles - users who manage the work or system Note: Users may also be assigned additional sub-roles based on assigned duties. Assigned sub-roles are listed in the User Profile (see IRM 188.8.131.52.7, User Profile). The General user roles are used primarily by employees who process the determination work: Researcher I, II, III Group Secretary/Clerk Processing Clerk Unpostable Clerk User Fee Adjuster Case Assigner Specialist Managerial user roles manage the determination process and TEDS: Group Manager Area Manager Executive Manager National Unassigned Inventory (NUI) Manager Functional Security Manager (FSM) System Support Records Manager 184.108.40.206.2 (09-15-2015) Permissions Permissions allow a user to perform the necessary tasks for his/her role. Permissions vary based on the user’s role and the specific repository item or action (e.g., access to non-disclosable information or case assignment ability). See the table below for the types of permissions available in TEDS. Permission type Definition Explanation R Read User can read data but cannot make any changes to it A Add/Create New data is Added/Created into the system (e.g., documents) U Update Change data P Purge Move items that are proposed for deletion into “Purge” folders in the system D Delete Remove data from system 220.127.116.11.3 (09-15-2015) General User Roles and Permissions TEDS users who process various stages of the determination work have access privileges corresponding to their type of work. 18.104.22.168.3.1 (09-15-2015) Researcher Researcher roles provide access to TEDS for information purposes only. Users with Researcher roles can read information but can’t make any change in the information. Role Access Description Researcher I Read only access to case data on all cases, disclosable and non-disclosable documents on closed cases, and Forms 2848, Power of Attorney and Declaration of Representative, and Form 8821, Tax Information Authorization, documents on open cases Researcher II Read only access to case data on all cases and documents on open or closed cases Researcher III Read only access to case data on all cases, reports, and documents on open or closed cases 22.214.171.124.3.2 (09-15-2015) Group Secretary/Clerk The group secretary/clerk role has limited access to: Read all documents The group queue to print folder Managers may delegate their assigned permissions to their employees with the group secretary/clerk role. 126.96.36.199.3.3 (09-15-2015) Processing Clerk The Processing Clerk role can: Read access permission Update incorrect document types Establish a case Re-establish a case Put a case in closing sub-status of administrative re-open Update a case 188.8.131.52.3.4 (09-15-2015) Unpostable Clerk The Unpostable Clerk role has permissions to update the following data information: EIN Name Address and Zip Code Name control Note: Read access is limited to documents for open cases and closed cases that have been assigned an unpostable status. 184.108.40.206.3.5 (09-15-2015) User Fee Adjuster The User Fee Adjuster role has permissions to update the following data information: Payment status Dishonored checks User fee indicators The User Fee Adjuster role may read and add documents to the disclosable folder, add CCR entries, and has read access to non-disclosable documents for open and closed cases. Note: Dishonored checks and refunds are processed through LINUS which updates TEDS and EDS. 220.127.116.11.3.6 (09-15-2015) Case Assigner The Case Assigner role is considered an add on role. It: Is specifically requested. May assign cases. Has read access to case inventory. Must be added to assign cases to specialists not in your group. 18.104.22.168.3.7 (09-15-2015) Specialist Specialist role permissions allow the employee to: Read, add, update, and propose purge documents in a case assigned to him/her. Read disclosable folder documents within cases that are not directly assigned to him/her. 22.214.171.124.4 (09-15-2015) Managerial Roles and Permissions Manager roles and permissions manage the determination process and TEDS. Managerial roles except FSM and Records Manager may be delegated. 126.96.36.199.4.1 (09-15-2015) Group Managers The Group Manager role may: Assign or unassign cases within their own group. Approve, transfer, or return cases within their group. Read, add, update, or propose purge documents in case files within their group. 188.8.131.52.4.2 (09-15-2015) Area Managers The Area Manager role permits a user to oversee the determination process for cases assigned within the area. The user may read, add, update and propose purge documents assigned to members in his/her own area. The Area Manager can delegate permissions to their members and to the other Area Managers. 184.108.40.206.4.3 (09-15-2015) Executive Management The Executive Management role permits a user to read documents and add comments to a CCR. 220.127.116.11.4.4 (09-15-2015) National Unassigned Inventory (NUI) Manager The NUI Manager role may read, add, update, and propose purge documents and information in the NUI. 18.104.22.168.4.5 (09-15-2015) Functional Security Manager (FSM) The FSM role is assigned to TE/GE Business Customer Support (also known as TE/GE Operational Program Support (TOPS)).The role can: Add user accounts to TEDS Run security reports and audit trails Invalidate user accounts 22.214.171.124.4.6 (09-15-2015) System Support The System Support role has read only access. This role does not allow a user access to CCRs, open or closed case containers, purge documents, or any payment information. 126.96.36.199.4.7 (09-15-2015) Records Manager The Records Manager role can: Read, add, delete and purge applications and folders created by the system (e.g., disclosable/non-disclosable and purge folders). Read all user and group profiles. Update a CCR entry, override all delegations and make new delegation of roles across all levels. Delegate any role except the FSM and Records Manager roles. 188.8.131.52.5 (09-15-2015) Role Delegation Role Delegation allows managers to delegate one or more of his/her user roles to members of his/her own group or to another manager. Role Delegation characteristics include: Delegating a role to multiple users Delegating roles with differing date ranges Limiting the role delegation to no more than a 30-day period Not allowing the delegate to re-delegate a role to another user Revoking or cancelling a delegation Note: Only the delegator, Records Manager role or FSM role can perform these actions. Group Mangers, Area Managers, Executive Management, NUI Manager and Records Manager are the only users who may delegate his/her role(s). These individuals may delegate roles as follows: Current Role May Delegate Role(s) To Restrictions Group Manager Group Manager and Group Secretary Can only delegate to group members or another Group Manager. Area Manager Area Manager, Group Manager, and Group Secretary Can only delegate to members of own area or another Area Manager. Executive Management Executive Management, Area Manager, and Group Manager Can only delegate to a user under the Executive Management user. NUI Manager NUI Manager Can only delegate to a user in the same business segment. Records Manager Any role except FSM and Records Manager None. A Records Manager can override all delegations. 184.108.40.206.5.1 (09-15-2015) Delegating a Role For a Managerial user to delegate a role, he/she must first identify his/her target user using a TEDS User search. To search for the target user: Click Advanced Search. Select Object Type: TEDS User (teds_user). From the Properties drop down menu, select Employee Group Number, Standard Employee Identifier, or other known criteria. Enter group number, Standard Employee Identifier (SEID), or known criteria of user to be delegated. Click Search. To designate a role: Highlight the line of the user to be delegated. Click menu selection Role Delegation. Click Delegate Role(s) on the drop down menu. To select role: Click drop down box. Select the desired role. To select delegation date range: Enter a Start Date and End Date using the calendar option accessed by clicking the calendar. Click Add to complete selection of the role. Repeat steps to add additional roles. Note: When delegating more than one role to a target user, all roles do not need to have the same starting and ending dates. To confirm role delegation: Verify role selections and start and end dates. Click Remove to remove an individual role prior to completing the delegation process. Click OK to complete delegation or Cancel to abort. 220.127.116.11.5.2 (09-15-2015) Delegate Notification Notifications are sent to the delegate’s Inbox to alert him/her of: Delegated roles Expiring delegated roles (sent 24 hours prior to expiration) Revocation of delegated roles Delegators also receive Inbox notifications of delegations. Active and pending delegated roles are listed at the bottom of the delegate’s User Profile. Note: Although a Remove option is shown in the delegate’s profile, the delegate can’t remove a delegated role. 18.104.22.168.5.3 (09-15-2015) Revoking a Role Delegation A role delegation may only be revoked or cancelled by the delegator, a Records Manager or a FSM. To revoke a delegation: Click Advanced Search. Select Object Type: TEDS User (teds_user). From the Properties drop down menu, select Employee Group Number, Standard Employee Identifier, or other known criteria. Enter group number, Standard Employee Identifier (SEID), or known criteria of target delegate. Click Search. Click on the SEID of the target delegate. Click Remove in the acting and pending delegations section of the delegate’s user profile. Note: The delegate receives a notice of his/her cancelled delegated role. 22.214.171.124 (09-15-2015) Case Identification and Status Codes TEDS assigns a unique case number to each case and files it in the Document Repository. You can find all documents and data for a particular case file by searching under the assigned case number. TEDS also introduces new status, sub-status, and event codes used to monitor EO determination case inventory’s movement. 126.96.36.199.1 (09-15-2015) TEDS Case Number EO determination cases established in TEDS are assigned a unique 17 character number beginning with the prefix EO: All documents and images submitted with a determination case are associated with the same case number. Both a TEDS case number and an EDS case number are assigned to every determination letter application processed in TEDS. The TEDS case number is created using the following: First two letters - designate EO Next four digits -designate a four digit year Next three digits - designate Julian Date Final six digits - designate the sequential number for a single Julian day of the current year 188.8.131.52.1.1 (09-15-2015) EDS Case Number After a case is established in TEDS, case data is transferred to EDS. The EDS Update Master Record screen lists the TEDS case number. After a new TEDS record is inserted in EDS, the case is assigned a unique EDS case number. Case numbers are assigned with a two digit prefix beginning with the number 4. The second digit is the area office code as follows: Northeast - 1 Mid-Atlantic - 2 Great Lakes - 3 Gulf Coast - 4 Central Mountain - 5 Pacific Coast - 6 The case number for a case established in EDS (but not in TEDS) begins with the area office code as the first digit followed by a zero. 184.108.40.206.1.2 (09-15-2015) EDS Case History Record The EDS Case History Record automatically updates as status changes occur in TEDS, unless EDS is blocked from further updates from TEDS (EDS Block). The first EDS entry for a TEDS case is Status 63, Case Established (TEDS). This status is unique to TEDS. 220.127.116.11.2 (09-15-2015) Purpose of Status Codes Status codes help monitor the determination inventory and provide management with an effective way to manage it. Status codes show: Case Ownership Various actions taken on a case The movement of a case 18.104.22.168.2.1 (09-15-2015) TEDS Status Codes Status codes in TEDS are treated the same way as status codes in EDS. An application is updated to Status 63 immediately upon establishment on TEDS. Once the case is in Status 63, the opening business rules automatically determine whether the case updates to the NUI in Status 51 or 61. Other status codes are updated manually. See Document 6379, Information Systems Codes FY 2015 Quick Reference for EO Employees, for a list of TEDS and EDS status codes. 22.214.171.124.2.2 (09-15-2015) Grouping Status Codes There are various types of status code categories. Grouping status codes by category helps users understand when and how to use them. When an application is in a certain status, it may only be updated to a limited number of other statuses. 126.96.36.199.2.3 (09-15-2015) TEDS Sub-Status Codes TEDS may assign a sub-status code to a status code. A sub-status code is a case code that gives information on the case’s current state and may impact future allowable case actions. Sub-status codes are reflected in TEDS but not in EDS. Sub-status codes appear as part of the listed status of the case. Example: If IRS receives additional documents for an assigned non-merit case, the case status in TEDS is 52AD. Sub-status codes are listed in the table below. Sub-status Code Sub-status Code Name Description AD Additional Document Automatic update: additional documents have been scanned in and associated with an open or closed case. AI Awaiting Information Manual update: the TEDS user sent a request for additional information and is awaiting a response from the applicant. The user manually checks the awaiting information indicator in the CCR entry to trigger the sub-status code update. AR Administrative Reopening Manual update used with Statuses 21, 57, and 59. CC Cased Closed Automatic update with Status 21: the case is in a final closed state (and scanned into TEDS for archival purposes). GR Group Suspense Manual update: a case is in group suspense (used with Status 37). PC Proposed Closed Manual update: a case was submitted as a proposed closure (Status 74). UI Unassigned Suspense Automatic update: case not assigned to a specialist (Status 37). 188.8.131.52.3 (09-15-2015) System Event Codes System Event Codes are informational and show that a system event occurred on a case. TEDS uses systemic event codes to more effectively distinguish between case movement, various case actions, and systemic events. View system event codes in Case Information - General Case Info. tab, in Case History, and in the Case Status Report. Only the most recent system event code is displayed in the Case Information - General Case Info. tab. On TEDS, the status and sub-status codes are combined in one field and the event code will be its own field. System Event Codes are listed in the table below. System Event Code System Event Code Name Description AS Case Owner Assignment Case assignment. BR Business Rules Results Returned from Business Rules Engine Business rules were run for a case. EA EDS Acknowledgment EDS acknowledgment receipt of case update. EB EDS Blocked EDS is blocked from further updates from TEDS. MU Manuel EDS Update Case information was manually updated or the case status was updated to be worked in EDS. RI Routing Slip Created Routing slip was created. RF Routing Slip Completed Routing slip was completed by the router. RR Request Manager Review, Business Rules Run Case status is updated to 74PC (the closing business rules will run at this time). RS Routing Slip Routed to Routing slip was routed to [routee]. RT Routing Slip Terminated Routing slip was terminated by Router. RV Routing Slip Reviewed Routing slip was viewed. UA Case Owner Assignment Case was taken out of an assigned status and put back into unassigned inventory status. UF User Fee Updated User Fee has been updated. 184.108.40.206 (09-15-2015) Navigation Overview The information in this section explains navigating the Tax Exempt Determination System (TEDS): How to use the TEDS Repository to search, retrieve and view case data and images and its function. How to change TEDS case data and entity information How to create, edit and execute (run) search queries How to import documents into a TEDS case file How to split a document into two new documents How TEDS interacts with EDS in the case closing process How to use Optical Character Recognition (OCR) 220.127.116.11.1 (09-15-2015) Document Repository The TEDS Document Repository is a virtual storehouse for all case data, images and workpapers. It contains: Electronic cabinets. Individual case folders that store images of documents, reports, templates, messages, and personal files. The document repository enhances EO Determinations’ ability to: Organize work processes Manage case inventory Identify and associate documents with the correct case folder Streamline determination applications processing Research open and closed inventory EO employees use the document repository to search, retrieve, and view data and images. Users access the different system components through the “Navigation” screen. Users are given roles and permissions that allow them access to specific aspects of the system. The permissions vary based on the role of the user (see IRM 18.104.22.168, Roles and Delegations). 22.214.171.124.1.1 (09-15-2015) Screen Selection Options These terms describe the different parts of a TEDS screen: Navigation Pane - contains the user’s Inbox, My Cases, Templates, etc., and allows the user to navigate through the repository Data Grid - displays case information Column Labels - lists the attributes for a case, can be sorted and displayed in any order, and can be customized by each user The user may select any of the following options to navigate through the system: Inbox My Cases Saved Searches Cabinets Reports Recently Viewed The data grid is located in the lower center of the TEDS screen. It displays the case information when you select My Cases from the Navigation Pane. The function buttons are above the column labels. You can sort and display them in any order and customize them. Use the following options to perform different actions: File Edit View Tools Report 126.96.36.199.2 (09-15-2015) Cabinets Cabinets are the highest level of organization in the repository. Just like a physical cabinet, they store and organize file folders and provide easy access to case files and templates. The two types of cabinets are: Universal Personal 188.8.131.52.2.1 (09-15-2015) Universal Cabinets TEDS Universal Cabinets are the highest level of organization for TEDS cases. Cases are sorted by: EP or EO Year Month EP cases display for EP users, and EO cases display for EO users. Cases move from one cabinet to another based on status code changes. Universal cabinets are: Cabinet Description National Unassigned Inventory (NUI) NUI cabinet stores unassigned cases. National Assigned Inventory (NAI) NAI cabinet stores cases that are assigned to a group or to a specialist. Archived Cases Archived Cases “year” cabinets store closed cases, including cases that have been scanned into TEDS after closing on EDS. Currently, TEDS closed cases remain in the National Assigned Inventory in Status 57 or 59. Note: A closed TEDS case moves from the NAI to the Archived Cases when updated to Status 21. Group 7849 Queue for printing repository notices and letters. Only the Records Manager and the NUI Manager can see the NUI, NAI, and the Archived Cases cabinets. 184.108.40.206.2.2 (09-15-2015) Personal Cabinets Personal cabinets are unique to each user and are used to notify the user of new messages as well as to organize each user’s assigned case files, workpapers, documents, and reports. TEDS personal cabinets are: Inbox My Cases Reports Recently Viewed Saved Searches 220.127.116.11.2.2.1 (09-15-2015) Inbox Cabinet The Inbox cabinet alerts you of system events or received requests. It’s similar to your Inbox in Microsoft Outlook. The Inbox cabinet receives notifications of: New case assignments or cases returned from the manager Receipt of new documents A related case Case sent to manager for review or proposed closing Routing slip Role delegation Only automatic notifications are allowed. Users can’t send or receive messages. To open a message, double click on the link. Opening a message provides additional information about the notification. Note: Case specific notifications include a direct link to the case. To delete messages from the Inbox, select the message by clicking on it, then: right click and select Delete from the displayed options, or select File, Delete from the displayed options and click OK on the confirmation screen. 18.104.22.168.2.2.2 (09-15-2015) My Cases Cabinet The My Cases cabinet: Contains cases assigned to you. Provides easy access to your inventory. By clicking on My Cases, you can access an assigned case in TEDS: View case data View case file images Create a case chronology entry View payment information A manager’s My Cases cabinet contains all cases assigned to the group including unassigned and suspense cases. Managers also have a cabinet called User Cases. The User Cases cabinet allows the manager to select and display a specific group member’s case listing. It contains links to each assigned case and any direct reports (e.g., a specialist and his/her group manager both "own" a case assigned to the specialist). 22.214.171.124.2.2.3 (09-15-2015) Reports Cabinet The Reports cabinet provides the ability to generate various reports: Cases by Power of Attorney Report Multiple Case Summary Individual Case Information TEDS Case Processing Report TE/GE Case Reconciling Report Case Status Report Case History Record 126.96.36.199.2.2.4 (09-15-2015) Recently Viewed Cabinet The Recently Viewed cabinet provides a link to recently viewed documents and folders. 188.8.131.52.2.2.5 (09-15-2015) Saved Searches Cabinet The Saved Searches cabinet allows you to access a saved search. The cabinet appears after you’ve saved one or more searches. 184.108.40.206.3 (09-15-2015) Accessing a Case File View a case file by clicking on the underlined attribute titled Case Information or clicking on the yellow folder icon. You can see various files and folders. Files are shown by an icon of a piece of paper. Access them by right clicking the file name and then double clicking Properties or clicking on the blue "i" icon. The Case Information file contains entity specific data (DLN, applicant name, contacts, address, control date, user fee, etc.). Folders are shown as a yellow folder icon. Access them by clicking the folder name. Each case contains these file and folders: Documents - related to the case (application, organizing document, work papers, etc.) Case Chronology - all entries that have been created for the case Case History - information on all the case status code changes made Payments - user fee payment information BRE Results - results of the Business Rules Engine Related Cases - list of cases with the same EIN, etc. 220.127.116.11.4 (09-15-2015) Case Information File The Case information File has several different tabs with case information. Data transcribed at scanning Information derived from opening business rules Receipt and handling information Information to be entered by users throughout case processing Note: The Case Information File opens as a separate window. See IRM 18.104.22.168.9.3, Accessing Case Information File. 22.214.171.124.5 (09-15-2015) Viewing Documents in TEDS The Documents folder contains all documents the applicant submitted and the specialist prepared/imported. Open the Documents folder by double clicking Documents. The Documents folder contains the following subfolders: New Documents - documents scanned in TEDS after the case is established. (When new document(s) are received, the number of documents are in parentheses and the name of the subfolder are in bold print until the documents are moved). Working - documents the specialist is editing. Disclosable - all disclosable case documents such as original forms, attachments and correspondence. Non-Disclosable - all non-disclosable information such as closing forms and worksheets. Purge - all items the specialist (or anyone with appropriate permissions) determines to be immaterial to the administrative case file. View/access Individual subfolders and the documents or files within the subfolders by double clicking the folder or by clicking the underlined document names. 126.96.36.199.6 (09-15-2015) Display Screen Options You can customize TEDS display screens. 188.8.131.52.6.1 (09-15-2015) Page Display The Inbox, cabinets and folders screen default settings are 10 items per page, but you can change the items per page setting to 50 or 100. Note: If you can’t see the option to change items per page on the screen, scroll to the far right of the screen. To change the number of items displayed per page, click on the Items per page setting on the column label bar and select the desired display setting. The suggested items per page setting is 50. If there are more items available to view on the items per page, use the single arrow on the toolbar to move from one page to the previous or next page. Use the double arrows to go to the first or last page of the list. 184.108.40.206.6.2 (09-15-2015) Column Headers Each data grid display contains unique column headers that relate to the specific information displayed in the data grid. You can change the information displayed on the screen by adding, reordering or removing column headers: Click on the Column Preferences icon (two columns of lines and a right arrow) located in the column header field on the far right of the screen. Scroll to the right if the icon isn’t shown. After you click on the Column Preferences icon, the Preferences: Display Settings selection screen displays. 220.127.116.11.6.3 (09-15-2015) Adding Column Headers To add a column header, from the Preferences: Display Settings selection screen: Click on the desired column attribute in the Select attributes to display box on the left. Click on the right arrow to move the desired attribute into the “Selected attributes to display as column” box on the right. Note: Column headings are limited to those listed in TEDS. You can’t create your own column headings. The new column header attribute has now been moved from the “Select attributes to display” box on the left and added to the Selected attributes to display column box on the right. Click OK to accept the changes. 18.104.22.168.6.4 (09-15-2015) Removing Column Headers To remove a column header, from the Preferences: Display Settings selection screen: Click on the column attribute located in the Selected attributes to display as column: box on the right. Click on the left arrow to move the attribute into the Select attributes to display box on the left. Click OK to accept the changes. Note: Some column headings can’t be removed from display. 22.214.171.124.6.5 (09-15-2015) Re-Ordering Column Headers You can organize the information on the data grid by choosing the order in which the columns display. This re-order function is available for most cabinets. To reorder column headers, from the Preferences: Display Settings selection screen: Click on the desired column header to be re-ordered in the Selected attributes to display as column: box on the left. Click on the up or down arrow to move the column header to the desired location. Click OK to accept the changes. The attributes are displayed in the Selected attributes to display as column: box in the order that they appear as column headers on the data grid from left to right. The re-order function isn’t available for the Inbox, Saved Searches, or Recently Viewed. 126.96.36.199.7 (09-15-2015) User Profile The User Profile stores: Your profile information Group information Information about roles assigned to you Access the User Profile screen by clicking User Profile next to the Logout button at the top of the screen. 188.8.131.52.7.1 (09-15-2015) TEDS Roles One of the items listed in the user profile is your TEDS role(s). Find additional information on specific roles and role delegations in IRM 184.108.40.206, Roles and Delegations. 220.127.116.11.7.2 (09-15-2015) Group Profile Screen Group information is also stored in your profile. Access it by clicking the underlined Employee Group Number on the User Profile screen. The Group Profile screen provides administrative information about your group. 18.104.22.168.8 (09-15-2015) Case Chronology Folder The TEDS case chronology record (CCR) is an electronic document where system and manually generated entries are chronologically recorded in a case. When time is entered or updated for a case, TEDS automatically calculates the total hours entered for each of the user roles (screener, specialist, and reviewer) and totals all hours charged to the case. Once a case is closed to Status 21, 57, or 59, only the Records Manager can change an entry. The CCR folder is classified as non-disclosable. 22.214.171.124.8.1 (09-15-2015) Creating a CCR Entry TEDS automatically generates a CCR entry when a case is assigned or unassigned and when there’s a change in case status. Automatic entry information includes: Current date and time Current status code Employee name and SEID (or "System" ) Activity TEDS users can manually create CCR entries to record actions taken on a case. To create a CCR entry: Open the CCR by double clicking on the yellow folder icon. Click File, then Create Case Chronology Record form the drop down menu. Complete the appropriate fields. Click Finish. Note: TEDS automatically stamps the date and time of each entry. 126.96.36.199.8.1.1 (09-15-2015) CCR Entry Fields CCR fields include Current role, Activity, Description, Follow-up Date, Follow-up Complete, Person Contacted, Time, and Awaiting Information. Certain fields create searchable information or update the case status. Current Role options include Screener, Specialist, Reviewer, or Other. Note: Time will not be added to the case if the user selects Other or does not make any selection. Select these activity options from a drop down menu: Assign Case, Review Case, Request Information, etc. You can select more than one activity by holding the Control key when making the selections. All selected activities display on the CCR. The Description field is a manually entered text field. Enter follow-up dates using the available calendar option and display on the CCR. Note: The earliest open follow-up date displays on the My Cases screen, within Case Information, or on a search results screen or other case listing. Closing or completing a follow-up date is described under Editing a CCR Entry. Follow-up Complete is a check box option that closes or completes a follow-up date entry. Person Contacted is a manually entered text field. Time is a numeric entry of time spent performing the activity. Only case owners (or routing slip recipients) can enter time on a case. Awaiting Information is a check box option to indicate information was requested and a response is outstanding. Note: This check box changes the sub-status of the case to AI. The sub-status remains AI until the box is unchecked, new documents are scanned into TEDS, or there is a status change. 188.8.131.52.8.2 (09-15-2015) Editing a CCR Entry You can edit your own CCR entries as long as the case is assigned to you. Editing includes clearing follow-up dates, clearing an AI sub-status, or correcting entry information such as activities or time on case. For edited entries, TEDS retains the initial entry date and time and also displays the most recent edit’s date and time. To edit a CCR entry, from within the Case Chronology Record folder: Click in the blue "i" icon next to the entry to be corrected (or right click on the line and select Properties from the dialog box). Change the existing information as necessary. If you followed-up on the case, check the Follow-up Complete box. Click OK to accept changes or Cancel to exit without making any changes. 184.108.40.206.8.3 (09-15-2015) Printing a CCR Report To print a copy of the CCR (e.g., for the hard copy case file), from the main case screen: Select Reports from the top bar menu. Select Case Chronology Report from the list of options. Once the CCR is displayed, click File on the Internet Explorer toolbar, then Print, or select the printer icon at the top of the screen. 220.127.116.11.9 (09-15-2015) Modifying Data Maintaining accurate records is an important function of the determination application process. As part of reviewing determination cases, specialists verify that entity information and other case data are correct in TEDS (e.g., correct name, address, user fee paid, etc.) and make corrections in TEDS as necessary. Reminder: Information flows from TEDS to EDS. Therefore, make all case updates in TEDS for cases established in TEDS. Once an update is made in TEDS, it rolls to EDS. Don’t make updates in EDS as this will generally cause a blocked error message (EDS Block). Once a case has an EDS block, no TEDS updates will roll to EDS. Note: A form or case type change require a new (EDS) case establishment. See IRM 7.20.2, Determination Letter Processing of Exempt Organizations, and IRM 7.22.8, EP/EO Determination System (EDS) User Manual. If a case has an EDS block: A specialist can update a case to only Status 74. A manager can update a case to only Status 74, 75, or 59. A TEDS case with an EDS block will have an Event Code EB (EDS Block). An EDS Block Indicator will also be set. The Event Code EB and the EDS Block Indicator are set when a transaction to EDS is blocked. The EDS Block update is recorded in the Case History Report on TEDS and EDS. 18.104.22.168.9.1 (09-15-2015) Changing Basic Entity Data Entity information consists of the applicant name, EIN and name control. View and edit the entity information from the File drop down menu. To change entity information, open the case to the Case Folder level: Click File then Change Case from the drop down menu. You can also highlight the case information line, then right click on the case information line and select Change Case from the dialog box. A new window opens. Select Modify Entity Information from the drop down menu; click OK. Correct the information, as needed. Reminder: When changing the applicant name, Line 1 is limited to 35 characters, and the only special characters allowed are hyphen (-) and ampersand (&). When changing the name control, refer to Document 7071-A, BMF Name Control Job Aid. Click OK when finished. Review the entity information to ensure the change was accepted. Click Send Update to EDS (optional). You can also highlight the case information line, then right click on the case information line and select Send Update To EDS from the dialog box. Click OK to send update. Note: This option will cause TEDS to transmit the information to EDS without waiting for an automated transmission update. If you don’t click the Send Update to EDS option, the changes will update to EDS during the next automated periodic transmission. 22.214.171.124.9.2 (09-15-2015) Changing Disclosable Indicator The disclosable indicator consists of a T for Non-Disclosable and F for Disclosable. The indicator is changed much like the entity information is modified. Note: Don’t change this indicator unless your manager tells you to. To change the disclosable indicator: Open the case to the main screen level. Click File then Change Case from the drop down menu. You can also highlight the case information line, then right click on the case information line and select Change Case from the dialog box. A new window opens. Select Make Case Disclosable from the drop down menu and click OK. A new window opens, again click OK to confirm. 126.96.36.199.9.3 (09-15-2015) Accessing Case Information File From the case level view, access the Properties Information screen: Right click on the Case Information line. Left click Properties line in the dialog box. You can also access the Properties information screen by clicking on the blue "i" icon to the right of the Case Information line from the My Cases view on search results. 188.8.131.52.9.4 (09-15-2015) Properties Information Screen Modify case information from the Properties: Info screen. The Case Information file lists case data under several different headings. The Properties: Info screen has the following tabs: General Case Info Receipt and Handling Entity Data Contacts Closing Data Permissions Each of these tabs contains different information. You must click OK at the bottom of the screen to accept the entries or corrections. Generally, you update information on all tabs prior to selecting OK. You’ll be asked whether to update EDS and then returned to the case main screen. 184.108.40.206.9.5 (09-15-2015) General Case Information Tab The Case Information file opens to the General Case Info tab. Authorized users can make changes or enter information into open fields including: Expedite Reason Code Closing Code Subsection Case Grade Authorized users are also able to update the Potential Duplicate Flag. From this screen, you can view the status of the EDS Block Indicator and Routing Slip Indicator. 220.127.116.11.9.6 (09-15-2015) Editing Case Categories Case Categories are initially set by the opening business rules and may be edited by the case owner or other authorized user. The Case Category lists case attributes, for example, initial application/submission, etc. Editing Case Category is similar to the process described in IRM 18.104.22.168.6.3, Adding Column Headers, or IRM 22.214.171.124.6.4, Removing Column Headers. To edit a Case Category: Click Edit on the General Case Info. tab. Highlight the category to be added or removed. Click Add or Remove. Highlight the category to be reordered on the lower box (if applicable). Click Move Up or Move Down (if applicable). Click OK or Cancel. 126.96.36.199.9.7 (09-15-2015) Receipt and Handling Tab The Receipt and Handling tab contains postmark and receipt data, the non-scannable document indicator, and user fee information for the case. The specialist is responsible, as part of the case processing, for ensuring that the user fee payments are correct or corrected. 188.8.131.52.9.8 (09-15-2015) Entity Data Tab The entity Data tab contains the applicant address and other contact information as well as the time charged to the case in TEDS. The specialist is required to correct or complete the fillable fields based on available information. If time charged is inaccurate, the specialist corrects the incorrect case chronology entry (if made by the specialist); otherwise, have the case time corrected in EDS after TEDS is updated to Status 57 or 59 and the information is transmitted to EDS. 184.108.40.206.9.9 (09-15-2015) Contacts Tab The Contacts tab contains Power of Attorney (POA) information. The specialist corrects the fillable fields, as necessary, including checking the box(es) to indicate copies of letters to be sent to POAs (see IRM 7.20.1, Exempt Organizations Determination Letter Overview, for more information on POAs and Form 8821). 220.127.116.11.9.10 (09-15-2015) EO Closing Data Tab The EO Closing Data tab contains information that transmits to EDS to complete Form 8670 when closing a case. Closing information includes: Type of organization Accounting period NAICS and NTEE codes Filing requirements Employment code Affiliation code Class code Foundation code Deductibility code and year Pension plan Hospital indicator Determination code Ruling date Effective date Advance ruling end date Group exemption number Closing letter number (do not enter) Use drop down menus to select EO Closing Data. After you enter closing information, select OK to push update to EDS. 18.104.22.168.10 (09-15-2015) Case Indicators Case indicators identify various components of a case. Some indicators, if set, prevent a case from closing. The following table lists indicators, how they are entered or set, their effect on case status changes, and their location in the Case Information tabs. Name Entry/Update Method Comments Effect on Transition to EDS Case Information Tab Location Expedite Reason Manually set by drop down box. No impact. General Case Information Dishonored Check Indicator Set by User Fee Adjustor in TEDS. Dishonored check prevents case from going to Status 74PC and Status 57. Doesn’t prevent going to Status 59. Receipt and Handling Potential Duplicate Indicator Set “on” by TEDS at case establishment; set “off” by specialist. Potential duplicate prevents case from going to Status 74PC and Status 57. Doesn’t prevent going to Status 59. General Case Information User fee Indicator Set “on” by business rules at case establishment. User Fee Adjustor may update. Indicator set to incorrect user fee prevents case from going to Status 74PC and Status 57. Doesn’t prevent going to Status 59. Receipt and Handling Pending Actions (not currently in use) Manually set by drop down box. Indicator set prevents case from going to Status 57 and 74PC. General Case Information Routing Slip Set by the system to “on/off.” Automatically “on” when routing slip is open on a case. Automatically indicates “off” when routing slip is complete or terminated or there are no active routing slips. Case can’t go to Status 74PC and Status 57 until routing slip is complete or routing slip is terminated. General Case Information Mandatory Review (not currently in use) Manually set or removed during case processing by authorized user; or set by opening/closing business rules. Case can’t go to Status 57 except from the QA groups. It can go to 59. Closing Screens Saturation Review (not currently in use) Can be manually set by authorized manager and QA. Related cases need to go too, when first case is identified for QMP. The indicator should be triggered on all formally related cases. Indicator set to Saturation Review doesn’t prevent case from going to Status 74PC and Status 57. Closing Screens Review Memo (not currently in use) Manually set or removed by authorized QA user. Case cannot go to Status 74PC and Status 57 until indicator is manually removed except from the QA groups. Closing Screens EDS Block Indicator Set by the System when EDS ACK Return Code = 59 (EDS_OWNS_CASE). Can be manually set/unset by TEDS Records Manager role. Prevents cases from going to 52, 53, 57, 62, 64, 72, 73, and 74PC. General Case Info Screen 22.214.171.124.11 (09-15-2015) Query and Search Capabilities TEDS query and search features help to locate a particular case, find a particular power of attorney, or conduct general research. Using query and search makes it easier to research determination case files. 126.96.36.199.11.1 (09-15-2015) Query Options TEDS has two query options: Simple Search Advanced Search Each query begins with the menu options on the top of the web page. The Search box allows a user to perform a simple query using the TEDS case number. The Advanced Search allows a user to perform a query based on one specific property or multiple properties. An advanced search can also be used to generate a simple case listing report. 188.8.131.52.11.1.1 (09-15-2015) Simple Search Query To perform a simple search: Enter a TEDS case number (EO-yyyynnn-nnnnnn, or any part thereof) in the box at the top of the web page. Click Go. Note: The simple search function is case, dash, and space sensitive. 184.108.40.206.11.1.2 (09-15-2015) Advanced Search Query Use the advanced search to search TEDS for cases based on any combination of search values. To start an advanced search, click Advanced Search found at the top of the web page. The Advanced Search page opens to the Advanced Search General tab displaying the different search options. Using advanced search, you can customize a query based on: Predetermined location(s) in which to search (Object Type) Single property value or multiple property values (Properties) Specific actions that occurred during specific time frames (Date) File size (Size) Check the Save Search box on the Advance Search screen to save the entered search criteria. Check Show Result Count Only to return the total number of TEDS cases that meet the search criteria rather than a full listing of the cases. After you enter the desired search criteria, run all queries by clicking Search at the bottom of the page. 220.127.116.11.18.104.22.168 (09-15-2015) Select Object Type You can select the search location using the advanced search query by clicking on the Object Type drop down arrow. Each Object Type has a different set of Property values. Search on these object types: All TEDS cases TEDS EO Cases Routing Slips TEDS users 22.214.171.124.126.96.36.199 (09-15-2015) Properties Perform advanced searches using the Properties button. To search using Properties, select/enter: First field: click on the drop down arrow to select a property. Second field: click on the drop down arrow to select the relationship of the search value to the property value (e.g., =, contains, etc.). Third field: enter the search value (e.g., EIN, applicant name, etc.) (some options have pre-populated drop down options). Note: If the second field value is the equal sign (=), only exact matches will be returned. Example: If entering Property search criteria as Status "=" 52, then the search will not return any cases with sub-status codes. If entering Property search criteria as Status "Contains" 52, then search results will include cases in Status 52 including those with sub-statuses (52AD, 52AI, etc.). 188.8.131.52.184.108.40.206 (09-15-2015) Adding a Search Property TEDS allows you to search on more than one property. Search using multiple properties by clicking Add another property and selecting one of the following options: "And" returns search results that match this property value and the property value on the previous line. This limits the search. "Or" returns search result that match this property value or the property value on the previous line. This expands the search. 220.127.116.11.18.104.22.168 (09-15-2015) Removing a Search Property If the search result(s) isn’t the expected outcome, you can eliminate some properties in the search criteria. To remove a property, click Remove next to the property you want to eliminate. 22.214.171.124.126.96.36.199 (09-15-2015) Searching by Date Use the Date field to search using various date elements for a specified time period. To search using the Date field: Select case requirements in the Properties line. Select the date and time period in the remaining fields. 188.8.131.52.184.108.40.206 (09-15-2015) Searching by Size Use the Size field to search for files within a specific size range. Search by size by selecting the desired size criteria from the drop down menu. 220.127.116.11.11.2 (09-15-2015) Search Results and Editing Search Criteria Search results display the cases that match the search criteria. If the query is a text-based property (e.g., a name), the words that match the search value(s) are highlighted. The search results displays in case control date order. 18.104.22.168.11.2.1 (09-15-2015) Count Results If the query produces a large result list or if you only need the case count, click the magnifier to obtain the number of case results. The query continues to process. If you only need to search for the number of case results, place a check in the Show Result Count box. 22.214.171.124.11.2.2 (09-15-2015) Editing a Search The user can edit and re-run the query if the query did not return the expected outcome. To edit a query perform the following: Click on Edit Search. Modify the search criteria. Click Search to re-run the query. Note: If an individual case was selected from the results, use the Last Results button rather than the Back button on the internet browser to return to the most recent search results. 126.96.36.199.11.2.3 (09-15-2015) Saving a Search Save advanced search query criteria to view or run again. Complete the Name and Description fields to help identify the saved search: Click OK to save the search. Click box to uncheck Include Results. Note: By unchecking this box, you save the search parameters and not the specific results of the search. 188.8.131.52.11.2.4 (09-15-2015) Finding a Saved Search Access saved searches by clicking Saved Searches in the Navigation Pane. 184.108.40.206.11.2.5 (09-15-2015) Running a Saved Search Query You can revise, re-run, or delete your own saved searches. When you re-runs a saved search query, the search uses the same parameters but returns updated results. To run a saved search: Click Saved Search. Right click on the selected search, click Run Search. To modify the search parameters before running the search: Right click on the selected search, click Edit. Edit the desired criteria. Click Search to re-run the search. 220.127.116.11.11.3 (09-15-2015) Exporting Search Results After you’ve completed a search, you can export the search results to Excel. You can export all of the results or only a specific column. To export a completed search: Right click on the Search Results, click Export to CSV. This opens a second window. All columns will be selected by default. Select and remove any unwanted columns by clicking on the column name and clicking on the left arrow to remove. Click OK. A file download box will open, click Open. The results will be displayed as an Excel spreadsheet. 18.104.22.168.12 (09-15-2015) Importing, Moving, Editing, and Copying Documents You can import documents prepared outside of TEDS into a case file. TEDS functions: Browse computer files Import additional documents and work papers Move documents to the disclosable or non-disclosable folder Edit imported documents Copy a document in one case file into another case file within the specialist’s inventory 22.214.171.124.12.1 (09-15-2015) Importing a Document After you’ve successfully imported the document, you can move it to the appropriate destination folder. Note: Don’t import a document if the case status is 74, 74PC, or 37. To import a document: From the case main screen, click on the Documents folder. Click on the target folder. Click File and select Import from the drop down menu. If a security warning screen appears, select Run. On the file import screen, click Browse. Use the Choose File box to import any file located on the computer: Locate and highlight the desired file on the computer. Click Open on the Chosen File box. To import an additional document(s) at the same time, select the next Browse box and repeat the above steps. After you select the desired documents, click Next or click Cancel to abort the import. After you select the documents for import, identify the document on the Import: Object Definition screen. Enter this information for each imported document to ensure correct identification and placement in the electronic case file. On the Import: Object Definition screen: Change filename if desired. Select the Document Type from the drop down menu. Select the Document Name from the drop down menu. Note: If you’re importing multiple documents, select Next then repeat steps a through c for each document. Click Finish to complete the import process. 126.96.36.199.12.2 (09-15-2015) Moving a Document After you import a document, it appears in the target folder and is part of the case file. Move documents you import to a case’s Working folder or place in an incorrect folder to the appropriate destination folder (e.g., from the Working folder to the Disclosable or Non-disclosable folder). You can move documents between the following folders: New Documents Working Disclosable Non Disclosable Purge Ensure that all documents are in the correct folders for case closing and archival purposes before you submit the case to the manager for review. Move all documents in the New Documents and Working folders to the appropriate folder to close the case in TEDS. Note: Don’t move a document if the status is 74, 74PC, or 37 without manager approval. To move a document: Open the folder of the document to be moved. Select the document to be moved. Click File and select the correct destination folder from the drop down menu or right click on the selected document and select the correct destination folder. After you select the desired document destination, the display screen confirms that TEDS will move the document to the requested location. Click OK to complete the action or Cancel to abort. 188.8.131.52.12.3 (09-15-2015) Editing a Document You can make changes within TEDS to documents you’ve imported into the case file. To edit an imported document: Open the folder where the document is located. Click File and select Edit from the drop down menu, or select Edit by right clicking on selected document. If the Internet Explorer Security Warning appears, select Run. A key will appear next to the name of the document being edited. Note: Don’t make changes to a document if the case status is 74, 74PC, or 37. The selected document opens in the appropriate program (i.e., Word, Excel, or Adobe). After making the desired changes, save the document using the program’s save functions and then close the document. Caution: The edited document hasn’t been saved in TEDS at this point; it is automatically saved in a folder on the user’s computer. After saving and closing the document, go back to the TEDS folder where the original is located (the document still has a key next to it indicating that the document has been checked out and is being edited.) To complete the editing process: Highlight the document to be checked in. Select File, or right click on the selected document. From the menu, select Check In to accept the changes or Cancel Check Out to keep the original version of the document. After selecting Check In, a Check In screen appears. TEDS will designate a save version. Do not change the default. Complete desired entries (entries are not required). Click OK to finish. To cancel the edited document: Select Cancel Check Out from the File drop down menu. Click OK on the Cancel Check Out confirmation screen. Ensure that all documents are checked in or that check outs are cancelled prior to case closing. View the edited document by clicking on the document link. Note: The key icon should no longer be next to the document name. 184.108.40.206.12.4 (09-15-2015) Copying a Document You can select one or more documents in a TEDS case and copy the documents into another case file. Both cases must be assigned to the specialist. To copy a document, perform the following steps: From the case main screen, click on the Documents folder. Click on the folder containing the document. Select the document. Click File, or right click on selected case, then select Copy Documents to Another Case from the drop down menu. Select the Case to copy the documents. Enter the target case number. Select the correct destination folder from the drop down menu. Click OK or Cancel to abort. A verification screen displays the applicant name and EIN of the target case and the document to be copied. Verify target information. Click OK to complete action or Cancel to abort. A screen will confirm copying of documents. Copied documents are tracked in the destination case’s history. Tracked information includes the originating case number and document(s) copied. Access case history information from the main case screen Case History link or in the case level reports. No information is tracked in the originating case. TEDS generates an error message if the selected documents cannot be copied. Error messages are generated if the target case isn’t assigned to the user, or if an you enter an unrecognized case number. Example: The following Documents will NOT be copied due to errors. Cannot copy documents to case EO-2008080-000001. The case must be in your inventory in order for you to copy documents. Case EO-2008080-000001 was not found. 220.127.116.11.13 (09-15-2015) Document Splitting/Modifying File images in TEDS may require modification to ensure that documents are correctly identified, contain relevant information, and don’t contain information that is a mixture of disclosable and non-disclosable items. Splitting a document image is a multiple-step process which allows you to edit an image while maintaining a complete copy of the original document in the TEDS case. The splitting process can be done by the case owner or an authorized user. Check out documents before splitting. To check out a document: Select the desired document by clicking on the document line. Select multiple documents by holding down the Ctrl key. Select File then Check Out or right click on the documents to select Check Out. A small key appears to the left of the document name(s) indicating that the document(s) is checked out. To complete or abort the editing process, check the document(s) back into TEDS: Select the document(s). Click File then Check In from the drop down menu or click Cancel Check Out to abort any changes made. Another option to cancel the check out or check in documents is to right click on the selected documents. Alternatively, create a PDF of the document (print to Adobe PDF), edit as necessary, then import into TEDS. Move originals to Purge as appropriate. 18.104.22.168.13.1 (09-15-2015) Splitting/Modification Procedure To split or modify a scanned document: Right click on the document and select Edit; the document opens in Microsoft Document Imaging Viewer. Note: This step combines checking out the document and opening up a document for editing if the document wasn’t previously checked out. To display thumbnail page views on the side of the document, click View and Thumbnail View. On the Thumbnail pages, select the pages to delete by holding the Ctrl button and click on the desired pages. Right click on a highlighted page and select cut, copy, or delete the pages. Click File, Save as, and save the document to the hard drive (i.e., SBU folder). Caution: Don’t change the Save as default values to ensure TEDS retains a copy of the original document for archival purposes. Reminder: Remember the saved location for saving the document into the TEDS folder. Close the document. In TEDS, right click on document and select check in. Go to bottom of screen and click on browse. Locate the edited document on the hard drive. Double click on the document and wait for TEDS to complete loading the document (a change button will display instead of browse). Click on OK, and the import will complete. Repeat as necessary. Move original document to Non-disclosable folder or Purge folder. 22.214.171.124.14 (09-15-2015) Viewing TEDS Documents Using Optical Character Recognition (OCR) You can search TEDS documents for words or phrases using Optical Character Recognition (OCR). OCR is computer software that reads text from paper and translates images into a form the computer can manipulate. It translates handwritten or typed scanned text into language the machine understands and text it can edit. After you apply the OCR function to the document(s), you can perform word or phrase searches using the binocular icon. 126.96.36.199.14.1 (09-15-2015) Using Optical Character Recognition To search a document using OCR: Open a scanned document. Note: If an Internet Explorer - Security Warning dialogue box opens, click Run. Click on the binoculars icon on the toolbar. Click OK when dialogue box appears. Select desired page range and click OK. Enter the search word or phrase in the find box after OCR completion. The target search word or phrase appears highlighted in the Find box and throughout the document. Use the action icons to manipulate the search result. After viewing the document, click on the X located in the upper right corner of the image to exit. You can save the changes if you want to, by clicking Yes and saving the changes to the hard drive. Retrieve the document by importing it into the target folder. To exit without saving the changes, click No. To return to the search result, click Cancel. After the document has gone through the OCR process, it can be searched any number of times. 188.8.131.52.14.2 (09-15-2015) Document Image Icons TEDS has several options for viewing and marking up documents. There are two rows of mark-up icons. Row one icons are listed in the table below: Mark-up Icon Function Open Opens folders. Save Saves a copy of the document to the user’s computer. Print Prints the documents. Scan New Documents Scans a new document if the user’s computer is connected to a scanner. Undo Undoes the last action taken on a document. Redo Reverses an Undo action taken on a document. Reading View Allows documents to be read in full screen format. Find Searches a document for a word or phrase. Recognize Text Using OCR Allows the TEDS user to initiate the OCR reading of a document to make the document searchable. Send Text to Word Converts a scanned document into a Word document. Previous Page Moves to the previous page of a document. Next Page Moves to the next page of a document. Help Accesses the help database. Row two icons are listed in the table below: Mark-up Icon Function Select Select text within an area by creating a window around the highlighted text. The user can select a command including Copy, Copy Image, and Send Text to Word, to copy the highlighted text. Pan Changes the on-screen position of pages and documents to a zoom percentage. Zoom Percentage Shows the percentage of the change made to the original document when using the “Zoom” function. Zoom In Enlarges the size of the document image. Zoom Out Reduces the size of the document image. Rotate Left Rotates the document image 90 degrees to the left. Rotate Right Rotates the document image 90 degrees to the right. Pen Writes on the document image using the mouse as a pen. Highlighter Highlights text within the document image. Insert Text Box Creates an electronic note on the document image. Insert Picture Inserts a picture on the document image. Select Annotations Opens an electronic note and pastes text into the electronic note in one action. 184.108.40.206 (09-15-2015) Electronic Case Processing This section explains TEDS electronic environment: Case assignment capabilities and how to use the assignment option Case processing steps Steps for preparing TEDS cases for closing and managerial review 220.127.116.11.1 (09-15-2015) Case Assignment Users who may assign cases are: Group managers (and above) Delegated group manager users Delegated case assigners TEDS sends an Inbox notification to the assignee when cases have been assigned. 18.104.22.168.1.1 (09-15-2015) Case Assignment Capabilities There are several case assignment options in TEDS. An authorized user can: Assign one case at a time Assign several cases at one time Assign cases to a group or an individual Return cases to the NUI (Status 51 or 61) 22.214.171.124.1.2 (09-15-2015) Case Assignment Process Group managers and other case assigners can assign cases to a group’s unassigned inventory in Status 75 or directly to a specialist. Unassigned group inventory cases are part of the group manager’s inventory and are available for assignment to group members. To start the case assignment process, the assigner can run an advanced search for the desired unassigned inventory (e.g., Status 51, 61, 71, or 75) or desired criteria (control dates, case categories, form numbers, etc.). Using the advanced search results: Select the case or cases to be assigned (up to 50 cases can be assigned at one time). Highlight the case or cases by holding down the Ctrl key. Click File on the gray toolbar. Select Change Status or right click on selected case then select Change Status. Note: When using Advanced Search for assigning cases, generally use contains as part of the search criteria. The Selected Status screen displays the available statuses in a drop down menu. Example: Select Assign Case (Non-Merit) - 75/52, Assign Case (Merit) - 75/62, or Assign Case (AP) - 75/72 from the drop down menu. The Assign Case screen displays a list of cases available for assignment. The assigner can assign cases to the group (Status 75) or individuals within the group. The assigner must select the Add to Group Inventory to assign cases to the unassigned group inventory or select View Screeners next to the group number. Scroll down to select the individual specialist to whom the case(s) will be assigned. A confirmation screen displays the newly assigned case name(s) and number(s) and the group or individual to which assigned. If the case assignment is successful, TEDS updates the case to Status 52, 62, 72, or 75 and updates the case history to reflect the activity. Click Close at the bottom right of the screen to return to the main screen. Note: The case assigner may receive a message indicating that selected NUI case(s) could not be assigned. This occurs when assigning cases to the group inventory or specialist, if another case assigner was attempting to assign the same case to another user at the same time. TEDS assigns the case based on the assigner it recognizes as first. 126.96.36.199.1.3 (09-15-2015) Group Inventory Each manager has cases in various status codes that are considered part of their group inventory. Group inventory is considered part of the NAI. Group inventory includes: Cases assigned directly to members of the group - these cases can be in various stages of completion Cases that have been completed by the specialist and are waiting for managerial review Cases in unassigned group inventory or group suspense Group inventory is “owned” by the group. If a group manager changes, all group inventory cases remain associated with the group rather than the individual manager. Group manager changes are completed via an OL5081 request. Temporary group manager delegations are completed by the group manager through role delegation (see IRM 188.8.131.52, Roles and Delegations). Cases assigned directly to members of a group are dually owned by both the group manager and the specialist. The group manager and anyone above the group manager (e.g., Area Manager) can view the group inventory and may have other permissions to the cases as well. The group manager’s My Cases inventory lists all cases assigned in the group and identifies any specialist assigned to the case. Group managers can also view cases assigned to each specialist within the group by using the “User Cases” cabinet. 184.108.40.206.1.4 (09-15-2015) Reassigning, Changing the Status, or Transferring Cases A manager may need to reassign/transfer one or more cases to another user for various reasons. Only a group manager or assigner can reassign cases assigned to the group or the group members. Cases can be assigned from one user to another or from one group to another. To reassign or transfer a case, the case must be first be updated to Status 74, 74PC, or 75. To reassign, update the status, or transfer a case: From My Cases, highlight the case(s) to be updated. You can select multiple cases by holding down the Ctrl key and highlighting each case(s) or by holding down the shift key and highlighting the top and bottom cases to select consecutive cases. Click File, then click Change Status, and then from the select status change drop down menu select 75 - Group Transfer or the desired assign or unassign action from the drop down box. When the Case Transfer or Case Assign screen appears with the selected case(s), click on the link for the desired group or specialists. You’ll receive a confirmation screen showing the completed action. Click Close to return to main screen. Note: An automatic case chronology entry is created to reflect the case reassignment or transfer. If a specialist is transferred to another work group, the cases in an active assigned status to that specialist automatically transfer with the specialist. Specialist group reassignment is completed via OL5081 request. The group manager or other delegated user doesn’t need to complete any additional actions for this process. Cases in Status 74, 74PC, or 37 don’t transfer with the specialist even though they may have appeared in the specialist’s My Cases listing. Cases in these statuses are considered unassigned group inventory and remain with the group. 220.127.116.11.2 (09-15-2015) TEDS Case Closing for Specialists TEDS and EDS communicate to process and close cases. They communicate updates on open cases and populate closing data in EDS on cases updated for closing. Use TEDS to work cases to completion in TEDS. Use EDS (or Word) to prepare determination letters. After you’ve identified and resolved all issues for a case or determined that the case can’t be processed in TEDS, complete the closing information (if closing) and update the case to Status 74 or 74PC in TEDS. Prepare a hardcopy document folder to submit for managerial review. Reminder: All copies of final determination letters and other documents not scanned or imported into TEDS during case processing are scanned into TEDS after the case is closed to allow electronic viewing and/or printing of the administrative file. See also IRM 7.20.2 and IRM 7.20.9, Processing Form 1023-EZ for non-TEDS specific case processing and closing procedures. 18.104.22.168.2.1 (09-15-2015) Specialist Case Closing Procedures Work all cases in TEDS until you determine the case: Is ready for closure (all statuses) Must be worked via hard-copy paper processing (non-electronic) Must be placed in suspense Has an EDS Block Note in a CCR entry the reason you’re updating the case to the manager. Primary reasons for sending a case to the manager are the case: Is ready for proposed closure Needs to be reassigned Will be worked via hard-copy paper processing (non-electronic) Must be placed in suspense Updating a case to the manager is basically the same in all four circumstances. Before submitting a case to the manager for closure in EDS, ensure: Case data is correct (e.g., total case time, transcribed data in pre-populated fields, user fee data, etc.). Required work papers (worksheets, forms, etc.) were imported and placed in the Non-Disclosable folder according to current procedure requirements. A CCR entry was created. New Documents and Working folders were emptied by moving documents to the appropriate folder (Disclosable or Non-Disclosable or Purge). The New Documents and Working folders must be empty before closure. 22.214.171.124.2.1.1 (09-15-2015) Updating Case Information File Review and update the Case Information file prior to case transfer or closing. From the case main screen, highlight Case Information file, right click, then select Properties or click the blue "i" icon. On the General Case Info. Tab: Enter the Closing Code for proposed closures using the Closing Code drop down menu to select the appropriate closing code. Edit Case Category as necessary, adding required case categories and deleting unnecessary ones. Information on how to edit case categories can be found in IRM 126.96.36.199.9, Modifying Data. Verify Routing Slip Indicator displays as F; if Routing Slip Indicator displays as T, see IRM 188.8.131.52, Routing Slip Overview, for information on completing or terminating the routing slip. Verify other information on tab is correct (Case Grade, Form Number, etc.). On the Receipt and Handling Tab, ensure user fee payment amount is correct and user fee indicators will allow closing. Request update to user fee indicator as necessary (see IRM 7.20.2). On the Entity Data Tab: Verify the name, EIN, and name control of organization is correct (see Document 7071-A, Name Control Job Aid - For Use Outside of the Entity Area, for name control assistance). If necessary, correct information following procedures listed in IRM 184.108.40.206.9.1, Changing Basic Entity Data. Verify address is correct or correct as necessary. On the Contacts tab, ensure any POA information is correct and validity and copy indicators are correct (see IRM 7.20.1 for more information on POAs). On the EO Closing Data tab, complete all fields required for case closing using the drop down selections or the notated data format. Exception: Don’t enter the Closing Letter Number. Note: The Closing Code and Effective Date don’t currently transmit to EDS. You must indicate this information on the case file for input once TEDS has transmitted the other entered information to EDS. 220.127.116.11.2.1.2 (09-15-2015) Updating Case(s) for Manager Review When a case is updated for managerial review or manual processing, updates the case to the manager in Status 74 or 74PC. You can update a single case or multiple cases for managerial review or proposed closure. To select cases for review: If updating a single case, open the case to the case level view or update the case from My Case view. If updating multiple cases, select the desired case by holding the control key and highlight the line of each case to be updated for managerial review. After you select the case(s): Click File. Select Change Status from the drop down menu. Select For Manager Review - 74 or For Proposed Closure - 74PC from the drop down menu. Click OK to confirm or Cancel to abort. 18.104.22.168.2.2 (09-15-2015) Indicators that Prevent Closing in TEDS TEDS Indicators tell users that an issue needs to be resolved before updating the case to the manager for review. You can view the indicator from the Properties Information Screen. See IRM 22.214.171.124, Navigation Overview. When you try to update the case to either Status 74PC or 57 and there are active indicators, you’ll receive a message and the case status will not update until you resolve the issues. If you experience issues closing a case, check the following indicators: Potential Duplicate Flag (General Case Info. tab) EDS Block Indicator (General Case Info. tab) Routing Slip Indicator (General Case Info. tab) Pending Action (General Case Info. tab) Dishonored Check Indicator (Receipt and Handling tab) User Fee Indicator (Receipt and Handling tab) Also check for other reasons that prevent closing in TEDS: Documents remain in the New Documents folder. Case documents are checked out. Payment status not updated to Correct or Verified. 126.96.36.199.3 (09-15-2015) Managerial Case Review and Status Updates Cases updated to Status 74 or 74PC are submitted for managerial review. The status update is reflected for these cases in the manager’s My Cases cabinet. Reminder: The manager’s My Cases contains all cases that belong to the group regardless of the case status. After you review the case, you can: Send the case to EDS for closure (Status 57) Update the case to be worked in hardcopy only (Status 59) Update the case to another open status on TEDS (e.g., Manager Returned to Specialist (Status 53), Group Unassigned Inventory (Status 75), etc.). Note: The manager, assigner, or designate, must wait until TEDS has updated EDS before reassigning or closing the case on EDS. You can update a single case or multiple cases. To update a single case, open the case to the case level view: Click File. Click Change Status (or highlight the case information line then right click on the case information line and select Change Status from the dialog box). Select desired status and click OK to complete. To update multiple cases: Click My Cases and highlight the case line of the case to be updated (hold the Ctrl key down when clicking on the case line to select multiple cases to update). Click File. Click Change Status (or right click on one of the case lines and select Change Status from the dialog box). Select desired status and click OK to complete. 188.8.131.52.3.1 (09-15-2015) Manager Updates Status 57 and Status 59 Some status codes don’t allow a case to be returned to a specialist or worked in TEDS. If you select either of the following status updates, the case must be completed in EDS: Status 57 - For Closure on EDS Status 59 - EDS Manual Processing These two statuses close a case on TEDS. Once a case is closed on TEDS, the ability to review case information is changed based on the roles and permissions granted to a user. See IRM 184.108.40.206, Roles and Delegations. The table below describes when to use Status 57 and/or 59. Update Status When to Use in TEDS What Happens in EDS Status 57 Use to close a completed TEDS case to EDS. The status remains as 57 in TEDS. EDS History Record and Update KDO screen remain in Status 57 until changed by an EDS user. Status 59 Use only if the case will be completely worked in EDS (hard copy) or to remove from active or assigned status on TEDS if there is an EDS block. The status remains as 59 in TEDS. EDS will reflect the last status shown in TEDS prior to the Status 59 (e.g., EDS will show 75). After the case is updated to Status 57 or 59, make any further updates in EDS, including final case closing and printing the case closing form. 220.127.116.11.3.2 (09-15-2015) Managerial Status Codes Options Depending on a case’s current status, the manager can select any of the following status codes using the drop down menu: Suspend - 37 Unassigned Inventory (Non-Merit) - 51 Assigned to Specialist (Non-Merit) - 52 Manager Return to Specialist (Non-Merit) - 53 For Closure on EDS - 57 EDS Manual Process - 59 Unassigned Inventory (Technical Screening) - 61 Assigned to Technical Screener - 62 Manager Returned Technical Screening Case to Specialist - 64 Unassigned Inventory (Accelerated Processing) - 71 Assigned to Specialist (Accelerated Processing) - 72 Manager Returned to Specialist (Accelerated Processing) - 73 For Manager Review - 74 For Proposed Closure - 74PC Group Transfer - 75 Unassigned Inventory in Group - 75 After an assignment, unassignment, or reassignment, a confirmation screen appears. The confirmation screen allows the assigner to verify whether the desired action took place. Select OK to indicate that the action completed correctly. Select Cancel to abort the action. If the case can’t be updated to the desired status, TEDS populates a message as to why the case didn’t update. The manager may resolve the issue or return the case to the specialist to resolve. 18.104.22.168 (09-15-2015) Routing Slip Overview This section provides guidance on using the routing slip in TEDS and its purpose. The Routing Slip allows a user to share a case with one or more users to review without transferring or changing the case ownership. 22.214.171.124.1 (09-15-2015) Routing Slip Features A routing slip has a link to the case folder, and allows the recipient (routee) 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. Use the routing slip to refer a case to any of these EO TEDS users: An on-the-job instructor A peer reviewer Other individuals who may need to take an action on the case 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/route(s) The ability of users to make comments Termination by a case owner at any time Use a routing slip to route: A case to a single user A case to several users in a predetermined order Multiple routing slips simultaneously on the same case You can only create a routing slip on a case assigned to you. 126.96.36.199.2 (09-15-2015) Creating a Routing Slip Create a Routing Slip in TEDS: Open the case that is to be routed. Select File. Click New Routing Slip from the drop down menu. 188.8.131.52.2.1 (09-15-2015) Routing Slip Information Tab On the Routing Slip Info tab, you can change the default subject line using up to 50 characters. You can also enter a description of up to 300 alphanumeric characters in the description box. Use the Info. Tab Description box for comments when you create the routing slip. The routee uses the comment tab (within the Info. Tab) for comments. The router may also add comments in this tab. Both the router and routee may attach or remove additional documents from the routing slip. Documents the routee imports are in the Working folder. Router: don’t select Finish until you’ve entered all desired information (including selecting the routee) on all tabs. 184.108.40.206.2.2 (09-15-2015) Routing Slip Attachments Tab After the router enters all information on the Info tab, he/she can attach additional documents. To attach one or more documents to the routing slip: Click the Attachments tab and click Add to attach a document. Click Import on the left pane to attach a document from your computer. This brings up the Import screen (see IRM 220.127.116.11.12.1 for importing procedures). Click OK. To remove attached documents, click on the box next to the attachment and click Remove. After selecting recipients and you’re ready to send the routing slip, select Finish. 18.104.22.168.3 (09-15-2015) Users Tab (Router Only) 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 contains a user’s tab. To select routee(s): Select the routee(s) by highlighting the correct name and clicking on the arrows to add or remove names from the Selected Users box. Click Finish to send routing slip or Cancel to abort the action. 22.214.171.124.4 (09-15-2015) Accessing the Routing Slip TEDS sends a message to the routee’s Inbox. The sent copy of the routing slip includes a link to the case. Look for these indicators: The Routing Slip Notification icon (check mark) indicates an action is required. The red flag icon indicates a simple notification. To access the routing slip: Click Review Routing Slip notification in the Inbox. 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. Select Edit from the options in the dialogue box. The routing slip will open. Click Link to Case Folder. TEDS opens the case folder in a new window. Each routee is able to review all of the case folders and the routing slip attachments. Routees can’t change the case data but may add/delete documents attached to the routing slip. The routee can also create a CCR entry and input time on the case. Each routee is able to view, add, or delete attachment(s) to the routing slip. You can access attachments to the routing slip 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 remain in the Working folder. 126.96.36.199.5 (09-15-2015) Completing a Routing Slip (Routee) Enter comments on the Comments tab prior to completing the routing slip. If there are previous comment entries, they display on the Comments tab. After you complete your review, add/delete attachments, and enter any comments, you’re ready to complete the routing slip. From the open Inbox notification, click Review Complete. Click OK to finish or Cancel to abort on the verification screen. TEDS sends a message to the router’s Inbox when the you complete your review. If the case was routed to more than one routee, the completed slip informs the router the routee has completed the review and the case has been routed to the next routee. 188.8.131.52.6 (09-15-2015) Tracking Routing Slip Progress Review the progress of a routing slip through the Case History folder or through the router’s Inbox notifications. The Case History folder displays all case actions including those for the routing slip. Entries are listed in chronological order regardless of when the action was taken. 184.108.40.206.7 (09-15-2015) Inbox Notification Progress Tab Track the progress of an open routing slip through Inbox notifications. The Progress tab on the Inbox message provides a status update on the routing slip. To view the Progress tab information, open the Inbox notification message and click the Progress tab at the top of the message. Caution: Warning: Don’t click Review Complete unless the routing slip is finished. Select Close to return to Inbox. 220.127.116.11.8 (09-15-2015) Open vs. Closed Routing Slip The routing slip indicator is located at the bottom of the page on the General Case Information Tab on the case Properties Info screen. The indicator reflects whether case routing slips are in open or closed status. An open routing slip and its attachments are located in the Working folder. Once a Routing Slip has been closed or terminated it automatically moved to the Non-Disclosable folder. However, you must manually move the routing slip attachments in the Working folder to the appropriate folder prior to case closing. Attachments don’t automatically move with the closed routing slip. Once the routing slip has been closed and is in the non-disclosable folder, it can’t be moved to the Purge folder. An open routing slip prevents a case from being transferred or updated to Status 74PC or 57. 18.104.22.168.9 (09-15-2015) Terminating - Routing Slip The router’s manager or router may terminate a routing slip at any time. To terminate an open routing slip: Open the Working Folder. Click on the line of the routing slip to be terminated. Click File. Select Terminate Routing Slip from the drop down menu. Click OK on the termination verification screen to complete the action. 22.214.171.124.10 (09-15-2015) Closing - Routing Slip Once the routee(s) complete the routing slip, TEDS sends a message to the router’s Inbox indicating an action is required. The router reviews the routing slip and comments. 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.