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Part 3. Submission Processing

Chapter 0. General

Section 275. Business Results Measures for Submission Processing Functions (Cont. 1)

3.0.275  Business Results Measures for Submission Processing Functions (Cont. 1)

3.0.275.6 
Refund Timeliness and Error Rate Measures

3.0.275.6.3  (12-01-2002)
Sample Instructions for Refund Timeliness and Error Rate

  1. Samples are generated for Refund Timeliness and Error Rate review through a system of automated Generalized Mainframe Framework (GMF) runs at Martinsburg and Tennessee Computing Centers. The sample is generated once a week, and output files are sent to the Submission Processing Centers. These runs also automate document and Master File transcript requests. See Document 6209, IRS Processing Codes and Information, for GMF Processing Cycles.

  2. If you discover problems with the sampling runs, report the problems on ITAMS following local procedures.

3.0.275.6.3.1  (10-01-2007)
Refund Timeliness and Error Rate Sample Size/Skip Interval

  1. Download the RT&E Skip Calculator from the Submission Processing web page, under Business Results Measures/Refund Timeliness and Error Rate.

  2. Before using the skip calculator, you will need two pieces of information:

    1. See Document 6209, IRS Processing Codes and Information, to determine the correct week ending dates to use for the specific sample month.

    2. Using the PCB0540 report from Control-D, extract the total projected volume for the sample month (as shown on the Submission Processing Web Site under RT&E, Exhibit 1) for function 230, organization code 35000, for programs 4311X, 4411X, and 4713X.

    Note:

    X refers to:

    • Timely filed returns (43110, 44110, and 47130 at most campuses)

    • Delinquent returns (43111, 44111, and 47131 at most campuses)

    • Bypass returns (47136)

    Do NOT use X because that is a summary count which includes prior years and those should not be included in the sample.

  3. Enter the total into the Skip Calculator. Send a copy of the calculator to the designated Headquarters Analyst by the 20th calendar day of the month preceding the sample month.

  4. The Headquarter analyst will consolidate the information from all centers and forward the skip intervals to the GMF Schedulers at the Martinsburg and Tennessee Computing Centers.

  5. The calculator uses a standard sample size of 195 for each center. This was established by Statistic of Income (SOI).

  6. When there is a change in Mail Stop Number, IDRS Employee Number used for MFTRA requests, or MFTRA Bulkdata Password, you must inform the Headquarters analyst prior to the month in which the change is effective.

3.0.275.6.3.2  (10-01-2007)
GMF 1609

  1. GMF 1609 selects current year paper IMF returns using the skip intervals provided to the GMF Schedulers at ECC-MTB (formerly MCC) and ECC-MEM (formerly TCC), See IRM 3.0.275.6.3.1. The run generates a Form 4251, Return Chargeout, for each return that was selected for review.

  2. GMF 1609 runs each weekday of each week and selects the sample from the records of the returns that went to good tape the previous business day.

  3. Contact your local Operations Branch and arrange to have the Forms 4251 forwarded to the Improvement Team rather than to the Files function. See Document 6209, IRS Processing Codes and Information, for GMF Processing Cycles.

3.0.275.6.3.3  (10-01-2008)
GMF 1608

  1. One employee in each Submission Processing Improvement Team must obtain a TRS90/Bulkdata password in order for the team to receive the generated GMF files, Notice Review Processing System (NRPS) NOT Runs, and MFTRA prints for either the Notice Error Measure or Refund Timeliness and Error Measure.

    Note:

    If MFTRA prints are not needed, open an ITAMS ticket to have the MFTRA prints discontinued. Remember you still need the Bulkdata password to receive the other files.

  2. To receive the password, submit a Form 5081, Information Systems Users Registration/Change Request, following these instructions:

    1. Logon to the Online 5081 application.

    2. Click "Initiate a personal 5081."
      For a new user - click "Request Access to an Application."
      To reset a password - click "Reset Application Password."
      To delete access - click "Delete Access to an Application." Then annotate in the special instructions, no longer need access.

      Note:

      If replacing the current user see (3).

    3. In the field labeled "Look For" enter the following: MCC TRS90 ACCESS RECORD IBM MF (MCC Master File).

      Note:

      MCC is now ECC however the programmer has requested the "Look For" be entered in this format.

    4. Click on the "Save" tab under Matching Applications.

    5. Click on the "Continue" tab.

    6. Follow prompts.

      Note:

      The new password is good for 1 year (updated in September) and must be renewed at the end of that time period. An email reminder notification will sent via email approximately two months prior to the renewal date.

    7. If you have any questions about the TRS90/Bulkdata access password, Contact Lora Hilliard or Romeo Macalintal.

  3. If replacing the current user of TRS90/Bulkdata request, take the following steps once the password is received:

    1. Go to OSGetService and open an ITAMS ticket

    2. Select My Technology

    3. Select Fix Existing Software

    4. Complete all required entries

    5. In the description state: Open an ITAMS ticket to MEO-IDSE-QSC. Need to have the NRPS.CPAS PARM file and GMF 1680 Card updated with the new password which becomes effective on MM/DD/YYYY. The new password will be sent via secure email upon request from the QSC. Remove (give name of individual that is being replaced and access code) and replace with (provide name, and IDRS number of the new individual).

3.0.275.6.3.4  (10-01-2008)
GMF 1610

  1. GMF 1610 is an output file from GMF 1609 and provides a listing of data from each sampled return. Use the data from GMF 1610 to account for each sample return and to determine Data Conversion's use of Entity Index File during data input.

  2. This report is available on Control-D and should be printed each week on Wednesday. This report will assist the Improvement Team reviewer or clerk in managing the RT&E inventory. It will also provide EIF access information for the reviewer.

  3. Data from GMF 1610 is loaded into the SMART database each week:

    • DLN

    • Sample date

    • EIF access indicator

    • NAP access indicator

    • EIF/NAP response indicator

  4. Download GMF 1610 each week from Control-D and print a copy. You will use GMF 1610 to control sample cases and to review the entity for each sample case.

3.0.275.6.3.5  (10-01-2008)
GMF 1649

  1. GMF 1649 is an output file from GMF 1609. It provides a summary of the week's sample:

    • Date of sample run

    • Skip interval for each return type

    • IDRS employee number

    • Mail Stop number

    • Returns processed by return type

    • Returns sampled by return type

    • Total returns processed

    • Total returns sampled

  2. Review GMF 1649 in Control-D each week to verify that sampling has been completed. If you identify any sample problems, open an ITAMS ticket following local procedures and inform the Refund Timeliness and Error Rate Headquarters analyst.

3.0.275.6.4  (12-01-2008)
Refund Timeliness and Error Rate Clerical Procedures

  1. Improvement Team Clerks must establish a suspense filing system for the Refund Timeliness and Error Rate program. Since the sample is selected from good tape, there is a delay of approximately three weeks until the refund is issued before the sample returns can be reviewed.

3.0.275.6.4.1  (12-01-2002)
Refund Timeliness and Error Rate Suspense Files

  1. The Improvement Team employee(s) should prepare folders for each week's sample. The folders should be clearly labeled with the extract ( month-week) and the cycle number. The GMF 1610 listing should be placed in the folder awaiting the returns and MFTRA.

  2. You will receive Forms 4251 each week. Make sure that they are in DLN order. Place the forms in the folder for that week's extract.

  3. You will receive MFTRA transcripts approximately two weeks after the GMF 1609 sample run. Sort the transcripts into DLN order and place them in the suspense folder for that cycle's extract. See Document 6209, IRS Processing Codes and Information, for GMF Processing Cycles.

  4. When you receive the extract's returns from Files, check to make sure they are in DLN order. Associate the MFTRA transcripts with the returns. Check the MFTRA and returns against the GMF 1610 listing to verify that all documents and transcripts have been received.

    If: Then:
    charge out information indicates the document is charged out, contact the area to get a copy of the document.
    charge out information indicates the document is not in file, review IDRS to see if the return was re-numbered.
    document cannot be located and 10 days have passed, input a 2nd request using CC ESTABD "V"
    document is not received within 15 days, Code the case for timeliness but exclude the case from error review.

3.0.275.6.4.2  (10-01-2007)
Batch Block Tracking System Research for Refund Timeliness and Error

  1. If a return is not date stamped with an IRS received date use the Batch Block Tracking System (BBTS) to find the IRS received date (This instruction does not apply to ITIN cases, See IRM 3.0.275.6.4.3. Sites are not required to date stamp current year returns received prior to April 23rd.

  2. If BBTS research indicates "no record found" for the DLN you entered, research the DLN in the BBTS History File through the intranet using the following instructions.

    1. Open your web browser.

    2. Enter the following URL in the Address Field:
      http://bbts.enterprise.irs.gov:8957/pls/BBTSWEB/WEB_Query.BTQBLQ

    3. Select your Processing Center.

    4. Enter the DLN, tabbing between boxes. Do not enter the Document Serial Number.

    5. Click on [Generate Report].

    6. Enter the dock received date as the received date in the SMART database.

3.0.275.6.4.3  (10-01-2007)
Individual Taxpayer Identification Number (ITIN) Procedures (AUSPC)

  1. Taxpayer instructions and IRS procedures regarding filing and processing Forms W-7 (Application for IRS ITIN) were revised effective with the 2004 filing season. The filer sends both the Form(s) W-7 application and the Form 1040/A/EZ together to the IRS. The ITIN application process must be completed before the processing of the tax return can be started. The tax return must still be processed within 40 days of receipt to be considered timely.

  2. For 2007 filing season, filers will be instructed to mail their ITIN Application (and tax return) to Austin.

  3. Use the ITIN database to find the IRS received date if the return is not date stamped.

  4. Request Form(s) W-7 as appropriate if unsure of the IRS received date.

  5. Exclude ITIN cases from the sample that have had correspondence. Check for any working trails left on the return.

  6. If the case was not excluded from review, enter the literal " W-7" in the Case Number Field.

3.0.275.6.5  (10-01-2007)
Case Review Instructions for Refund Timeliness

  1. Certain Form 1040, 1040A, and 1040EZ returns will be processed through CADE (Customer Account Data Engine) rather than by Master File. CADE will process simple current year returns (e.g., CADE qualifying returns - generally have no attachment schedules or may include Schedule A, B, or R). For all returns, use CC IMFOL to determine if the return was processed through CADE. Use IMFOLT to see if "CADE" appears in the top right corner of the display. If the return was processed through CADE, and is not excluded from review, enter the literal "CADE" in the Case Number Field.

  2. Record the TC 846 date from Master File or CADE shown on Command Code IMFOLT in the Refund Date field. Do not enter Received or Refund Dates if:

    • There is no refund (for example, a complete refund offset or a refund freeze).

    • The return was originally mailed to a state revenue agency.

    • The return was sent back (or correspondence was sent) to the taxpayer to provide missing information or documents.

    • The return was forwarded to Criminal Investigation (CI) during processing.

    • Do not code a defect if a Refund posted with an incorrect IRS Received Date and the correct and incorrect dates are timely and there is no taxpayer impact.

  3. Enter the Refund Method Code in the "M/D" field of the SMART database for each sample case, except for the exclusions listed in (1) above.

    • "M" for a paper refund check

    • "D" for a Direct Deposit

    • Blank if no refund was issued

  4. If there is an Electronic Fund Transfer (EFT) indicator of " 0" on the IMFOL screen, determine if there is a bank account number and routing transit number shown on the IMFOL screen (Command Code IMFOLB with definer "T" will show the bank account number and routing transit number if entered by Integrated Submission and Remittance Processing (ISRP). If these are present, code "D" in the M/D field. If the codes are not present, code "M."

  5. The database will calculate the presumed refund received date based on the TC 846 date and the entry in the M/D field. The database will then calculate the number of days between the presumed mail date (2 days prior to the received date) and the presumed refund received date. The difference between these dates will generate in the "Days Diff" field.

3.0.275.6.5.1  (10-01-2008)
Refund Timeliness Who/What/Why Codes

  1. See Exhibit 3.0.275-8. to identify all timeliness errors using the Who, What, and Why codes.

  2. If a sample case's Days Diff is greater than 40 days, try to determine what caused the delay. Research BBTS and the Campus Control File (using IDRS Command Code SCFTR) for these cases to identify delays in normal pipeline processing.

  3. If the untimely refund was due to an Unpostable return, research the reason for delay and enter the appropriate Who/What/Why codes.

    If... Then...
    The unpostable condition was cleared within Unpostable closure timeframes (14 work days), Code Timeliness Who/What/Why for the condition that caused the unpostable.
    The unpostable condition was not cleared within Unpostable closure timeframes (14 work days), Code Timeliness Who/What/Why "H 1 KK" (Unpostables function delayed entire return).

  4. If an untimely refund was delayed by other post-processing functions, enter the appropriate Timeliness Who/What/Why codes.

  5. If an untimely refund was delayed due to Master File resequencing, code the return timeliness as Z, 42, ZZ.

  6. If you determine that processing pipeline functions are causing delayed refunds, consider a special review to determine the causes.

3.0.275.6.6  (12-01-2002)
Case Review Instructions for Refund Error Rate

  1. The Improvement Team Analyst will fully review each sample case for Entity and refund amount errors and will record the review results using the SMART database.

  2. Identify and record all discrepancies between the Entity information and the refund amount shown on the taxpayer's return as submitted and the data posted to Master File.

  3. Refer to the appropriate Submission Processing IRMs for procedural instructions. Identify an error whenever IRM instructions have been followed and there is either an entity or refund discrepancy.

3.0.275.6.6.1  (10-01-2008)
Refund Error Rate Who/What/Why Codes

  1. Identify all Accuracy errors using the Who, What, and Why codes. See Exhibit 3.0.275-8.

  2. Perfect cases are identified by a "P" code in the SMART database Perfect field. If the "P" code is entered, you cannot enter Accuracy or Timeliness Who, What, or Why codes.

  3. Refund Errors must be coded in the following priority:

    • Functional area/processing team Accuracy

    • Systemic Accuracy

    • Functional area/processing team Professionalism

    • Systemic Professionalism

3.0.275.6.6.2  (10-01-2007)
Refund Error Rate Review

  1. The purpose of the Entity Index File processing is to save key strokes during Distribution Input System/Remittance Processing System (DIS/RPS) data entry if the name and address information already exists on the Master File.

  2. The Entity Index File is created from entity data extracted from the Business Master File, the Employee Plans Master File and the Individual Master File, as well as Social Security Administration data. The Entity Program determines whether the operator must transcribe the name and address data.

  3. The GMF 1610 file contains the following information about the use of the National Account Profile (NAP) and Entity Index File (EIF) by Data Conversion:

    • NAP/EIF Name Control,

    • NAP/EIF Access Indicator, and

    • NAP/EIF Response Indicator.

    The NAP/EIF Access Indicator and NAP/EIF Response Indicator are loaded to the SMART database from GMF 1610 for each sample case. Use this information to focus on the root causes of entity discrepancies, which are the most frequent IRS process errors identified in the Refund Error Rate program. The NAP/EIF access and response codes will also help you identify systemic errors caused by Entity Index File. Such as: If short/intermediate/long has been generated and is different than what is shown on IMFOL and corrections could have been input/made then, See IRM 3.0.275.2 and See IRM 3.0.275.3. See Exhibit 3.0.275-9 for a table of Access Indicators and Response Codes.

  4. The following is a list of Entity Codes.

    1. EC 1 - LONG ENTITY - Complete name(s) and address changes entered on a preprinted label or handwritten name and address information.

    2. EC 2 - SHORT ENTITY - Check Digits or Name Control entered.

    3. EC 3 - INTERMEDIATE ENTITY - Street address, City, State and ZIP entered.

    4. EC 4 - REPEAT UNPOSTABLE - Results from adding a name line to a prior EC 2 unpostable case.

    5. EC 5 - PARTIAL ENTITY - Complete name(s) entered. May also include a second name line.

  5. Record all significant discrepancies in the database.

  6. You will identify minor entity discrepancies in the Professionalism section of the SMART database. See Exhibit 3.0.275-8 for a list of Professionalism Who/What/Why codes. See IRM 3.0.275.2 Entity Review for Letter Error, Refund Error, and Notice Error Review and See IRM 3.0.275.3 Address Review for Letter Error, Refund Error and Notice Error Review.

  7. If you identify a significant entity discrepancy and the taxpayer requested a Direct Deposit refund, check the Direct Deposit Indicator on the IMFOL screen to determine whether or not the refund was deposited ( See Exhibit 3.0.275-10 for Direct Deposit Codes).

    If... Then..
    Direct Deposit was honored, code the discrepancy under Professionalism.
    Direct Deposit was not honored due to the entity discrepancy, code the discrepancy under Accuracy.
    Direct Deposit was not honored due to routing or account number error, determine whether the discrepancy is significant or not and code accordingly.

  8. Route cases that require entity corrections to the Entity Team following local procedures.

3.0.275.6.6.3  (10-01-2008)
Refund Error Rate Refund Amount Review

  1. Math verify each sample return to validate the refund amounts shown on the return as submitted and as posted to Master File. Identify IRS mistakes, regardless of dollar amount, using the Accuracy Who/What/Why codes in the SMART database.

  2. Verify total wages shown on the return against Form(s) W-2, using no tolerance other than a $1.00 difference as a result of rounding.

  3. Verify withholding shown on the return against Form(s) W-2, using no tolerance other than a $1.00 difference as a result of rounding. If the taxpayer claims more withholding than is supported by Forms W-2, consider the withholding not supported and record an error.

  4. Review each return to determine if the taxpayer requested a direct deposit of their refund. If a direct deposit was requested, review the IMFOL screen to determine whether or not the request was honored (Command Code IMFOB with definer T will show the bank account number and routing transit number if entered by ISRP). See Exhibit 3.0.275-10 for a listing of EFT and Direct Deposit Reject Reason Codes.

    If... And... Then...
    There is an EFT indicator "1" Data Conversion input the correct routing number from the return Code Accuracy Who/What/Why with "A 31 CC" and enter "Mailed" in the M/D field
      Data Conversion did not input the correct routing number Code Accuracy Who/What/Why with "D 31 CC" and enter "Mailed" in the M/D field
    There is an EFT indicator "6" There is a TC 846 present on the account Code Accuracy Who/What fields with "A 37" and code for timeliness
      There is no TC 846 present on the account Code Accuracy Why field with "ZZ" and do not code for timeliness.

  5. Review the IMFOL screen for refund offsets (Transaction Code 898 for other agency offsets and Transaction Code 826 for IRS offset).

    1. If the refund was completely offset, enter Accuracy Who/What/Why "Z, 37, NN" to exclude the case from the sample.

    2. If there was a partial refund, code accordingly.

      Note:

      Partial offsets code as a regular refund case. For example, if the amount of the offset and the amount of the refund match the amount of the refund the taxpayer computed, and there are no errors identified as far as timeliness or Accuracy, then the case would be coded as Perfect. If the offset amount and the refund amount combined are different than what is shown on the tax return, perform research to determine the reason for the difference and code accordingly.

  6. If refund interest was generated because the received date was not input or edited, or the Received Date was input or edited incorrectly, code as an Accuracy error.

3.0.275.6.6.4  (10-01-2007)
Missing Returns and Forms W-2

  1. If you do not receive sample returns after your second request, code Accuracy as Who/What/Why Z, 42, ZZ. The case will not be included in calculations of Refund Error Rate.

  2. If Form(s) W-2 have been detached from a return, code Accuracy as Who/What/Why Z, 42, ZZ. The case will not be included in calculations of Refund Error Rate.

  3. Only record the received date and refund date when detached W-2 cases are coded Who/What/Why Z, 42, ZZ and a refund was issued.

3.0.275.6.6.5  (12-01-2002)
Duplicate Filing Conditions

  1. Do not code for Accuracy or Timeliness if the sample case is a duplicate filing or if the refund from the sample case is frozen due to a subsequent duplicate filing on the same SSN. Code Accuracy Z, 42, ZZ and leave the Refund Method Code and Refund Received Date blank.

3.0.275.6.6.6  (12-01-2002)
Non-compute Returns

  1. If a non-compute return results in a refund, code Accuracy and Timeliness as you would for a normal refund return. If the non-compute return does not result in a refund, do not code for either Accuracy or Timeliness. Enter Accuracy Why Code "ZZ" and leave the Refund Method Code and Refund Date fields blank. Delete any entry in the Received Date field.

3.0.275.6.6.7  (12-01-2002)
Credit Elect Discrepancies

  1. If you discover that a refund was issued but should have been partially or fully credited to the following tax year, review the data entry to determine if Data Conversion input the correct credit elect amount. If not, code Accuracy Who/What/Why accordingly. If Data Conversion input the correct credit elect information, code Accuracy Who/What "J 32" (Other Systemic/Credit Elect) with the appropriate Accuracy Why code.

3.0.275.6.7  (10-01-2007)
Data Input Instructions for Refund Timeliness and Error Rate

  1. Input case review data to the SMART database.

  2. From the Refund Timeliness and Error Rate main menu, click on the button "DCI Input Form."

  3. Enter the appropriate information into each field of the electronic form from the review documents or from a paper DCI, depending on local procedures. The Sequence Number, Form, Type, and Date Difference fields will generate automatically. You must fill in all other fields by typing or by selecting from a pull-down menu.

  4. Enter the following case identification information for all sample cases:

    1. Week Ending: For work entered Monday through Friday, use the Saturday date of that week in MM/DD/YY format (slashes required).

      Note:

      Ensure the dates are input exactly as MM/DD/YY or the database will misread and miscalculate the date difference.

    2. Office: This field generates from the GMF 1610 weekly import.

    3. Employee Number: This field generates from your log in.

    4. Case No: (optional) Enter a case number following local procedures.

    5. DLN: This field generates from GMF 1610 weekly import.

      Note:

      Allow page to load completely before selecting DLN from drop down menu or cycle field will not populate correctly and DCI will have to be reloaded.

    6. Form: This field generates from the DLN.

    7. Type: This field generates from the DLN.

    8. M/D: Select either "Mailed" or "Direct Deposit" from the pull-down list as appropriate for the refund you're reviewing. If no refund was issued, select " Blank" .

    9. Received Date: Enter the IRS date stamp received date or if no date stamp enter the receive date from BBTS.

    10. Refund Date: Enter the TC 846 date from IMFOL for the sample case. If no refund was issued, leave this field blank.

    11. Date Diff: This field is generated from the "Timeliness Results M/D" , "Received Date" , and "Refund Date" fields.

      Note:

      If you edit the Received or Refund Date fields after data entry, you must make a selection in the M/D field again, even if it does not need correction. The Date Diff field will recalculate only if the M/D field is re-entered.

    12. Month: This field is generated from your entry in the "Refund Date" field.

    13. Year: This field is generated from your entry in the "Refund Date" field.

    14. Perfect Case (P): Select "P" from the pull-down list only if you did not identify Accuracy or Timeliness errors. If "P" is selected, the Who/What/Why Accuracy and Timeliness codes are blanked out and you cannot select them.

      Note:

      "P" must be coded if received and refund dates are blank and case is otherwise correct.

  5. Enter the following fields only if you have identified an error on the sample case:

    1. Timeliness Who: Select the appropriate Who code from the pull-down list if the "Date Diff" field is greater than 40.

    2. Timeliness What: Select the appropriate What code from the pull-down list if the "Date Diff" field is greater than 40.

    3. Timeliness Why:

      Note:

      There are a total of three Professionalism Who/What/Why code combinations available.

    4. Error Rate Who: Select the appropriate Who code from the pull-down list if you identified an Accuracy error in the sample case.

    5. Error Rate What: Select the appropriate What code from the pull-down list if you identified an Accuracy error in the sample case.

    6. Error Rate Why: Select the appropriate Why code from the pull-down list if you identified an Accuracy error in the sample case.

      Note:

      There are a total of three Accuracy Who/What/Why code combinations available.

    7. Professionalism Who: Select the appropriate Who code from the pull-down list if you identified a non-significant error in the entity portion of the refund.

    8. Professionalism What: Select the appropriate What code from the pull-down list if you identified a non-significant error in the entity portion of the refund.

    9. Professionalism Why: Select the appropriate Why code from the pull-down list if you identified a non-significant error in the entity portion of the refund.

      Note:

      There are a total of three Professionalism Who/What/Why code combinations available.

    10. Cycle: Automatically generated field. Allow page to load completely before selecting DLN from drop down screen or cycle field will not populate correctly and DCI will have to be reloaded.

    11. EIF/NAP: Automatically generated field.

    12. Systemic: This field will calculate from your entry in the Accuracy Why Code fields.

    13. Memo: Use this field to capture specific information about the sample case. The field is limited to 250 characters. Use the following priority when entering data:

      Refund Error and Timeliness Rate Memo Field Entries
      Priority Entry
      1 Explanation of entity Accuracy errors following "Incorrect/Correct" format. For example, if the first four characters of the taxpayer's last name was entered incorrectly "Dvais/Davis" .
      2 Explanation of refund Accuracy errors. Do not simply restate the Accuracy Who/What/Why codes. Instead, specifically explain the error condition.
      3 Explanation of timeliness errors. Do not simply restate the Timeliness Who/What/Why codes. Instead, specifically explain the error condition.

      Note:

      Do not enter sensitive taxpayer data in the Memo field. Never enter an SSN, and do not enter a taxpayer's full name or address.

    14. Status Indicator: Automatically generated.

  6. When all fields have been entered for the sample case, click on the "Add" button. The database will perform the following validity checks.

    • If Perfect field is "P" , Systemic field must be blank.

    • If Perfect field is blank, Systemic field must have an entry.

    • If Perfect field is blank, Accuracy or Timeliness Who must have an entry.

    • If Accuracy Why is "ZZ" , Accuracy Who and What must be blank.

    • If Accuracy Who is entered, Memo field must have an entry.

    • If Timeliness Who is entered, Memo field must have an entry.

    • Received Date must be earlier than Refund Date.

    • Refund Date year cannot be greater than current year.

    • If current month is January or February, Refund Date year cannot be earlier than first prior year.

    • If current month is March or later, Refund Date year cannot be earlier than current year.

    • If current month is January or February, Received Date year cannot be earlier than first prior year.

    • If current month is March or later, Refund Date year cannot be earlier than current year.

    • If Received Date is entered, Refund Date must be entered.

    • If Refund Date is entered, Received Date must be entered.

    • If Refund Date is entered, Refund Method M/D must be entered.

    • If Refund Method M/D is entered, Refund Date must be entered.

  7. If any validity checks fail, a window will display the validity problem found and your cursor will be placed in the invalid field. Correct the invalid data and press the "Add" button again. Repeat this procedure as necessary until all validity checks pass.

  8. Cancel - Use this button to exit a record when the data was incomplete or should not have been selected.

3.0.275.6.8  (12-01-2002)
Reports For Refund Timeliness and Error Rate

  1. Select the reports you want to display or print by clicking the "Reports" menu from the Refund Timeliness and Error Rate main menu: