1.4.19 Automated Underreporter Managers and Coordinators Handbook (Cont. 3)

1.4.19.5
Security

1.4.19.5.12
Security Reports/User Administration Screen Tabs

1.4.19.5.12.6  (06-01-2006)
Unit Tab - Updating the Unit Information Table (AUR Coordinator Only)

  1. The AUR coordinator can add or delete units, or change certain information for existing units by accessing the UNIT tab on the User Administration screen.
  2. To add a new unit:
    1. Select Security from the main menu.
    2. Select the user Administration option.
    3. Click on the UNIT tab. All existing units display.
    4. Click on the ADD A UNIT button. All the information for existing units is cleared and the cursor moves to the UNIT # field.
    5. Enter the following fields if not already populated by the system:
      In field Enter the following:
      UNIT new organization code
      MGR UID 0000 or the UID of the manager
      SHIFT “D” for Day or “S” for Swing
      UNIT NAME a Unit name
      PHONE # the manager’s telephone number
    6. Press <F4> to commit.

      Note:

      The current location information for the UID entered is generated into the LOC and LOCATION fields. This must be changed to the location for the new unit, along with other changes, as explained below.

    7. Click on the USER tab in the User Administration screen. Access the new manager’s account by entering the manager’s UID.

      Note:

      It is important to make changes in the sequence listed in steps 8–12 below when making manager changes to a NEW unit.

    8. Click on the UNIT LOCATION # field and change it to the new location. Press the <Enter> key to move to the ORG # field.
    9. Change the organization code of the manager to reflect the new unit #.
    10. Press the <Enter> key to move to the PROFILE CODE field and change the code if necessary.
    11. Press the <Enter> key. The Unit Information Table is updated with the correct information for the new unit.
    12. Press <F4> to commit.
  3. To delete a unit:
    1. Click on the Unit Name to highlight the row.
    2. Click on the DELETE A UNIT button. A window displays showing the unit to be deleted.
    3. Enter “Y” in the Y/N field to acknowledge the correct unit in the window and press <Enter>.

      Note:

      The message “All Records have been committed to the Data Base” displays.

  4. To change information in an existing unit:
    1. Click on the field to be changed.
    2. Make the necessary updates.
    3. Press <F4> to commit.

1.4.19.5.12.7  (06-01-2006)
History Tab – Researching User History

  1. Historical data for any user can be researched by accessing the User History window as follows:
    1. Select Security from the main menu.
    2. Select the user Administration option.
    3. Click on the HISTORY tab. The History window displays with the cursor in the ENTER LCT and UID # field.
    4. Enter the UID of the user to be researched and click the Query button.
  2. All historical security data for the user displays. This screen is for information only, since no fields can be updated or changed.
    1. All current data for the user appears at the top half of the screen, including the date and time of the most recent change, and the UID of the manager who made the change to the user’s security information. The LCT field indicates the campus number.
    2. The data under the heading HISTORICAL USER INFORMATION, is the prior security changes and are shown starting with the most current change, in reverse date order, and UID of the manager who made the change. Scroll down for additional data.
  3. To query data for another User:
    1. Click the CLEAR PAGE button.
    2. Enter the UID of the User to be researched.
    3. Click the query button.

1.4.19.6  (06-01-2006)
AUR Coordinator

  1. The success of the AUR program in each center depends upon thorough coordination of all the affected functions, including Underreporter, Receipt and Control, Returns Files, Modernization & Information Technology Services (MITS), National Print Sites, Machine Services, Planning and Analysis, and Compliance activities. Much of this will be the responsibility of the AUR coordinator. Since this program requires constant, careful monitoring, each AUR site will ensure all responsible functions are aware of the processing activities and time frames of the other affected functions. During the program, a designated individual will monitor the processing to ensure it is progressing per the schedule reflected on the program planning documents. Any subsequent revisions to the schedule must be sent to the appropriate AUR headquarters office.
  2. In addition, the AUR coordinator is responsible for
    • Ordering Extracts
    • Setting Notice Letter Mailout dates and volumes
    • Entering the CP 2000 and CP 2501 Local paragraphs
    • Setting Batch and Control Parameters
    • AUR Balancing and Control
    • Setting Extract Reorder Dates
    • Monitoring the runs to ensure extract accuracy.
  3. Program benchmark dates of the CP 2501, CP 2000, and Statutory Notice phases of the Underreporter Program are included in the Operating Guidelines provided by either the W&I or SBSE AUR headquarters office.

1.4.19.6.1  (06-01-2006)
AUR Inventory Selection

  1. Automated AUR Inventory selection process accepts download file AURX009 (X = tax year) of the Underreporter inventory for each correlation from Martinsburg Computing Center (MCC). The process allows the AUR coordinator the ability to review the inventory on line and make inventory selections from the following:
    • Subfiles
    • Categories
    • Subcategories
  2. The file created (AURx037) for each selection (extract) is then uploaded to MCC for the inventory selection.

1.4.19.6.1.1  (06-01-2006)
Subfiles

  1. AUR inventory is separated into 17 Subfiles.

    Note:

    Subfile 1 cases are not downloaded to the AUR database and are not included in the total inventory.

  2. IMF/Underreporter records are generated for the following subfiles:
    • Subfile 2 — IRS Employees
    • Subfile 6 — All other Taxpayers (non-IRS)
    • Subfile 9 — Returns filed with ITIN
    • Subfile B — Credit Tax Change.
    • Subfile C — Stock, Bond and Real Estate Discrepancy
    • Subfile D — U/R income Greater than $10,000
    • Subfile E — EITC present
    • Subfile F — Mortgage Interest Over-deduction
    • Subfile G - U/R Income Greater than $10,000 -Repeaters
    • Subfile H — 1040NR International with ITIN
    • Subfile I — Potential Unproductive Repeaters
    • Subfile J — 1040EZ - Single Issue (Auto-Generated Notices)
    • Subfile K — Discrepancy with EIN Document
    • Subfile L — Multi-Year Repeater
    • Subfile M - K-1 discrepancy of $100 or more
    • Subfile S - 1040NR International with SSN

    Note:

    The TC 922 History Code used for repeater cases in Subfile G, I, and L includes the Category Code related to the underreporter category the case was created in the prior year. The category displays as part of the TC 922 History Code.

  3. Subfile 2 contains all currently examined, non-examined, and previously examined employee underreporter cases. These cases are processed in accordance with procedures in IRM 4.19.3, IMF Underreporter Program. This subfile is selected as a separate extract, which provides more efficient controlling of these cases. Employee cases are automatically moved into Employee Batch Type 90.
  4. A case from any Subfile may be treated as a Subfile 2 case if it is independently known that the individual is currently employed by the IRS.

1.4.19.6.2  (06-01-2006)
Ordering Inventory

  1. The AUR coordinator is responsible for input of the inventory selection. To access the Order Inventory screen, select aUr coord. from the main menu and click on the Order inventory option. The cursor will display in the EXTRACT CYCLE box.

    Note:

    Beginning with TY 2005 cases, it is anticipated that all inventory selection will be done by HQ AUR and will no longer be a site function.

  2. Follow these instructions for each extract:
    1. Enter the cycle date for the extract to be selected.

      HINT: To select a new cycle press <F2>, to delete a cycle press <F3>. The cursor moves to the SUBCATEGORIES field. If necessary, press <Tab> to move the cursor to the SUBCATEGORIES field.

    2. To view/select inventory from a specific Subfile, move the cursor to the SUBFILE field.
    3. Click on the arrow to scroll through the available subfiles.
    4. Click on the desired subfile, the system will display the Categories/subcategories available in that subfile.
    5. To make a selection from a specific subcategory use the tab key to move from one subcategory to the next.
    6. To view additional subcategories use the tab key. The available volume for each subcategory displays.
    7. To select a volume from a specific subcategory enter the volume in the SELECTED field. The system will automatically change the beginning volume to the remaining volume for selection.
    8. Continue this process until the desired volume for the extract has been met.

    Note:

    Commit <F4> the screen before exiting, even if the selection is not complete. After the selection for each extract is complete click on the COMPLETE box. This will indicate that the extract is ready to be uploaded to MCC.

    Note:

    If the COMPLETE button is not clicked “on” , the extract will not be sent to MCC for selection. If the upload date is not displayed, the COMPLETE box can be reversed to allow changes to the extract selection. Once the extract has been forwarded to MCC the UPLOAD DT will display the date it was sent.

1.4.19.6.2.1  (06-01-2006)
Correlation Field

  1. The CYCLE box displays the cycle in which the correlation was selected. Each time a correlation is downloaded the cycle date displays in this window. If there are multiple cycles, they display in numerical order. To view all correlation cycles click on the arrow in the CYCLE field. To select a correlation cycle, click on the desired cycle.

    Note:

    Once the second correlation has been downloaded you can no longer select inventory from the first correlation.

  2. The TOTAL box displays the total count of inventory that has been selected from all ordered extracts.

1.4.19.6.2.2  (06-01-2006)
Subfile Field

  1. The SUBFILE box displays all available sub-files in the correlation. Additional sub-files can be displayed by clicking on the arrow in the SUBFILE field.
  2. The TOTAL box displays the total volume available from the specified subfile. This total changes as selections are made.

1.4.19.6.2.3  (06-01-2006)
The Extract Field

  1. The CYCLE box displays the cycle date for an ordered extract. Additional cycle dates can be displayed by clicking on the arrow in the CYCLE field. Multiple cycle dates display in numeric order.
  2. The TOTAL box displays the total volume of cases ordered for the specified extract.
  3. The UPLOAD DT box displays the date that the extract was uploaded to MCC.
  4. The COMPLETE box must be clicked on after each extract is completed.

1.4.19.6.3  (06-01-2006)
AUR Runs

  1. Additional information on Run consideration is located in the current year AUR Processing Guide. This document is available through the MITS staff.
  2. It is important that the runs are balanced timely. Balancing of runs can detect problems which are corrected easier when identified early. Early detection and correction of problems maintains the integrity of the database. The AUR coordinator should use the following instructions to balance.
    AUR RUN DESCRIPTION BALANCE & CONTROL
    AURX001 Download IRP — The data in this run is provided from MCC via File Transfer Protocol (FTP) on the URP45 and loads the Underreporter Transcript information to the AUR database. This is run for every extract.
    • The Total Case Majors Processed on AURX001 should match the Total RTF Cases Inserted on AURX005.
    • Total Case Majors Processed should also match the volume of Process Codes 03 and 06 on the PC Status Report

      Note:

      If the volume on AURX001 and Process Codes 03 and 06 do not match, contact the SA.

    • Total Case Majors Processed should approximate Total Records Processed on AURX089
    • The volume on AURX001 should also match the volume scheduled for the extract.
    AURX003 Download TIF — This run accepts file WTU1015 as input and contains the Taxpayer Information File (TIF). This run contains the TIF for each extract and weekly TIF updates. Verify all tax years are run weekly.
    AURX005 Download RTF — The data is provided from MCC via FTP on the URP65 and contains the Return Transaction File (RTF) or transcription lines from the taxpayer’s return when originally processed and subsequent actions. For every AURX001 there is a corresponding AURX005.
    • The Total RTF Cases Inserted should match the Total Case Majors Processed on AURX001.
    • SSNs are displayed where Major/Minor information was not downloaded into the system.

    Note:

    Inventory cuts may affect volume.
    AURX006 Download TRDB - This is run for every extract and loads the electronic return information to the AUR database. Ensure the run is successful - there is no balance or control for this run.
    AURX007 Download Payer Agent — This is a weekly run, which selects records from the Payer Agent table and updates the system with the new Payer Agent information. Verify AURX007 is run weekly.
    AURX009 Download Inventory — The AURX009 is run twice a year, once for the first correlation and again for the second correlation. The data is provided from MCC via FTP. Each download is comprised of available cases based on subfile, category, and subcategory. The AUR coordinator uses this data to create records to be uploaded to MCC by AURX037 (Upload Select Categories). All data loaded into the database is also written to the Available Inventory Report.
    AURX015 Download Employee Cases — This program downloads employee SSNs and spouse SSNs to the IRS EMPLOYEE table. The data is used to update previously unidentified employee cases in AURX059. The AURX015 connects to all tax years. Verify the run is completed every other week.
    AURX017 Download POA — This downloads Power of Attorney addresses into the AUR database from the 16093 run.
    • Verify the run is completed weekly for the current tax year.
    • The primary SSN displays if a notice was generated for the POA.
    AURX018 Download SADA — This program downloads Spouses at Different Addresses into the AUR database from the 16093 run.
    • Verify the run is completed weekly for the current tax year.
    • The primary SSN displays if a notice was generated for the spouse.
    AURX019 Download Interest — This program updates the CP 2000 trans and CP 2000 history tables with interest as determined by the UR SCRS runs.
    • The Total Records Processed should match the Total Majors Expected on AURX022.
    • The Total Interest Rejects should match the volume of rejects on the AUR Reject Listing

      Note:

      Verify clerical has printed the Reject List.
    AURX020 Build CP 2501 Record— This run creates the AURX02020 for input to AURX080. This contains the data that creates the CP 2501. This run is performed on cases with a CP 2501 PC after the system has disassembled the batch and is run weekly.
    • Total Case Majors Processed should match the sum of PC 30 and PC 3A on the PC Status Listing.
    • Total Case Majors Processed should also match the Number of Initial Contact Notice Majors on the AURX080
    • The Total Case Majors Processed should also match the CP 2501 Label volume on AURX084.
    AURX021 Build Stat Records — This run creates the AURX02120 for input to AURX082 which contains Stat Notice data on cases with Stat PC 75 after the system has disassembled the batch.
    • Total Case Majors Processed (Review Data) should match the Notice Count of the first 3 items under STATs on the AURx082
    • Total Case Majors Processed (Review Data) should also match the volume of Stat Labels on the AURX084
    • Total Case Majors Processed (Review Data) should also match the sum of PC 75 and PC 7A on the PC Status Listing.
    AURX022 Build CP 2000 Records — This run creates file AURX02220 for input to the AURX082. This run is performed on cases with a CP 2000 PC after the system has disassembled the batch.
    • Total Majors Expected should match Total Records Processed on the AURX019.
    • The Total Majors Expected should also match the sum of PC 55, A5, 57, A7, 59, A9, 95, and 9A on the PC Status Listing
    • The Total Majors Expected should also match the CP 2000 and Recompute/Amended Labels on the AURX084.
    • The Total Case Majors Processed should also match the first 5 items for CP 2000s on the AURX082.

      Note:

      AURX084 may not balance because cases with Process Codes 95 and 9A, notice indicator 7, 8, or 9, and cases with a “D” ; (deleted) do not receive new labels. Employee cases do not receive new labels for subsequent notices/letters.
    AURX023 Upload POA Key — This program creates a file of Power of Attorney keys from the 16093 run. These keys are used to get updated POA information from Masterfile. The volume should be equal to or less than the total of AURX020, AURX021, AURX022, and AURX088 plus rejects. Verify run weekly for the most current tax year.
    AURX025 Upload SADA Request — This program creates a file of Spouses at Different Address requests. These requests are input into URX34 and used to get new information about spouses with different addresses from the NAP. Verify run weekly.
    AURX026 Upload Correspondex — This program identifies new record values to request the creation of IDRS letters to be mailed. Verify run daily. This process is only run for the current tax year and merges correspondex for all tax years.
    AURX028 Build Research Request — This run creates a file for input to TRS90. It contains requests for tax returns or transcripts via tax examiner request on AUR or automatic system reorder. This run is performed daily. Verify run daily.
    AURX029 Upload Pending Interest — This is an FTP process for input into URX23. The file contains data necessary to compute CP 2000 interest.
    • Total Records Processed should match the sum of volume from the AURX022 plus total rejects from the AUR Reject Listing.
    • Total Records Processed should also match the Total Records Read on the AURX019

    Verify run weekly.
    AURX030 Upload Address Change/Assessments — This daily run creates a file of assessments and address change information. It is uploaded to EOD10, which updates IDRS and Master File.
    • Verify run daily.
    • Address changes and Assessments are uploaded on the day after batches are disassembled (i.e., Monday address changes/assessments display on Tuesday’s AURX030 run. Friday’s display on the following Monday or on Tuesday if Monday is a holiday).
    • This program is only run for the current tax year and merges address changes and assessments for all tax years.

    Note:

    Assessment process codes are uploaded the previous week.
    AURX032 Upload PC — This program creates a file for input to URX53. The file can contain more than one set of process code data for each SSN. The PC Status Listing and MISTLE report are created from this data.
    • Total Records Written to Output should match the Service Center Total PCs on the PC Status Listing
    • The Total Records Written to Output should also match URX53-49.
    • Verify run weekly.
    AURX034 Upload Third Party — The output file is transmitted to MCC via FTP. This run connects all tax years and merges all Third Party Contacts. This is a weekly run for the most recent tax year only.
    AURX035 Upload Notice Count
    AURX037 Upload Select Categories — This process creates a file containing the selected Subfile, Category and Subcategory for each extract. The data is electronically transmitted to MCC. The AURX037 transmits its output file to MCC via FTP.
    AURX039 Upload State Disclosure — This run contains the state disclosure data, which is sent to the state tax agencies. The information is generated by AURX049. This upload is run monthly. At the end of each quarter, three months of data is merged before being forwarded. Verify run monthly, normal run is the last Sunday of the month.
    AURX041 Part Agreed Notices — This run provides the functions necessary to upload CP notice (IPC RN/SR) information from Batch Type 67 and/or Batch Type 87 in AB status. The notice dates are systemically uploaded to create CP notices for the Taxpayer or to only update the new CP information on the database and not generate a notice.
    AURX043 Auto Notice — This run produces cases for Extracts 27 and 28
    • Total Category 48 Cases Processed should approximate sum of AGN cases
    AURX045 Upload Suspense Count - This run determines the number of suspense cases in each unit location.
    AURX046 Disassemble Batches — This run provides the functions necessary to disassemble a batch that is in RB status. Closure, Fraud, Research, Wrong Pull, Assessments, Notice/Letter cases are systemically or clerically rebatched into a new batch, based on PC/IPC. This program is run daily.
    AURX047 Disassemble Employee Batches — This run provides the functions necessary to disassemble employee cases in Batch Types 91 and 92.
    AURX049 Create Disclosure Trans - this process prepares disclosure data from CP2000 notices for states with disclosure agreements. If the case state code is for a participating state and the total adjustment amount is equal to or greater than the state tolerance level, processing continues, if not, the case is bypassed. IRs from foreign income cannot be disclosed to states - these are deleted from the total adjustment amount.
    AURX057 Suspense Aging - This run performs functions necessary to perform aging processing.
    AURX058 Employee Suspense Aging - This run performs functions necessary to perform employee aging processing.
    AURX059 Update (Employee) Case — This module checks all primary and secondary SSNs against SSNs in IRS EMPLOYEE. The data is used to update previously unidentified employee cases in AURX059. AURX059 should be run only when AURX001 and/or AURX015 are run.
    AURX061 Delete Sequence Suspense
    AURX067 Build Suspense Batches
    AURX071 Audit Trail/Process Security Data - This run creates a log file for processing and updating the AUDIT TRAIL Table.
    AURX075 Produce Interim Response Letters — This process identifies and creates a record for cases that meet the criteria for automatic generation of a 2645C letter. Verify program is run daily.
    AURX080 Produce CP2501 Letter — This run produces CP 2501 notices. This run also provides the volume of CP 2501 for the On-line Notice Review Process.
    • Number of Initial Contact Notice Majors should match the total of PCs 30 and 3A on the PC Status Listing.
    • Number of Initial Contact Notice Majors should also match Total Case Majors Processed on the AURX020.
    • Verify run weekly.
    AURX082 Produce CP2000/STAT Notices — This run produces CP 2000 and Statutory notices. This run also provides the volume of CP 2000 and Statutory notices for the On-line Notice Review Process.
    • The sum of the first 5 items under CP2000s should match the volume of Total Case Majors Processed on the AURX022
    • The sum of the first 3 items under Stat Notices should match the volume of the Total Case Majors Processed on the AURX021.
    • Verify run weekly.
    AURX084 Produce Suspense Labels — This run selects SSN and label data to produce bar-coded labels/folders for association with cases.
    • CP2501 Labels volume should match Total Case Majors Processed on the AURX020.
    • The CP2000 Labels should match the AURX022 plus rejects and minus cases with Notice Indicator 7, 8, 9. (The AUR Notice Date List can also be checked for an approximate volume match.)
    • The Stat Labels volume should match Total Case Majors Processed on the AURx021 and the sum of Process Codes 95 and 9A

    Note:

    Cases in Batch Types 34, 47, and 60 also receive labels/folders.
    AURX088 Produce Acknowledgement / Closure Letter — This run produces acknowledgement and closure letters (CP 2005 & CP 2006). Verify run weekly.

    • Compare total Acknowledgement Letters processed to the sum of PCs: 35, 36, 38, 62, 63, 64, 82, 83 and 85 from the PC Status Report.
    • Compare the Total Closure Letters processed to the sum of PCs: 39, 47, 48, 51, 69, 70, 74, 89, 91 and 93 from the PC Status Report.
    AURX089 Produce Return Charge-out — This run produces the initial Form 4251 Charge-out. The charge-out information is created from an FTP file (UR62) provided by MCC. The Form 4251 requests the controlling DLN from files. AUR creates an FTP file for ELF cases. Charge-outs for TY 05 with Doc Code 07 and 08 are printed and routed to Underreporter by Computer Services.
    • Total Records Processed should approximate the extract volume
    • Total Records Processed should also approximate Total Case Majors Processed on the AURX001
    • Total Records Processed should also approximate the Total RTF Cases Inserted on the AURX005

    Verify this program two weeks after the inventory cycle request. This program is run after AURX001 and AURX005 have completed.

    • Charge-outs are NOT produced for cases with missing TIF.
    • If the TIF is NOT received within 45 days from the date the extract was downloaded, the system will automatically close these cases with a PC 28.
    • If the TIF is received within 45 days, the system will produce an initial charge-out.
    AURX112 Generate Weekly Reports — This program generates the various weekly reports. It determines if errors were encountered by counting the number of error files generated by the reports.
    AURX114 Generate Quarterly Security Reports — This is run quarterly and generates security reports data and prints the resulting report files.
    AURX117 Creates Disposition Inv FL — This process produces an assessment report, which provides a total of closed cases with an assessment process code and the average yield per case by Subfile, Category and Sub-category. This report can be pulled by date.
    AURX118 Employee Auto Assess Report — The run produces a listing of employee auto assessment cases and the order that they must go to files.

    Note:

    See Exhibit 1.4.19-3, Notice Generation Timeframe Chart, for more information on the Runs and timing for notice generation.

1.4.19.6.4  (06-01-2006)
Computer-Generated Interest for the CP 2000 Notice

  1. AUR uploads data to request an interest computation from IDRS for all CP 2000 notices. A PC 09 posts to IDRS pending the interest computation on PC 55 only.
  2. SCRS downloads the interest amount or a reject code. If a valid interest amount is received by AUR, the entire CP 2000 notice information is uploaded. If a reject code is received, the case prints to the Reject Listing.

1.4.19.6.5  (06-01-2006)
Reject Listing (CP 2000/CP 2000 Recomp Notice Rejects)

  1. The AUR System generates a weekly Reject Listing, identifying rejected cases in case sequence order (CSN). The AUR coordinator, clerical manager, and the lead clerk can print the Reject Listing.
  2. There are eight reject conditions for CP Notices.
    • 1 — Restricted Interest
    • 2 — Military Action
    • 3 — TC 846/776
    • 4 — Invalid Interest (per SCRS)
    • 5 — Not found on TlF
    • 6 — Invalid Interest (per AUR)
    • 7 — Disaster Case (Type 1)
    • 8 — Disaster Case (Type 2 and 4)
  3. Clerks pull the cases listed on the Reject Listing.
    • Reject codes 1, 3, 4, 5, 6, and 7 are built into manual Interest Batch Type 61.
    • Reject codes 2 and 8 are built into Reject Batch Type 39.

1.4.19.6.6  (06-01-2006)
Unlocated Returns or Source Documents

  1. The system automatically reorders the return or source document for all cases not built into the specified batch type for that extract by the date established by the AUR coordinator. The system assigns these cases to Batch Type 30. If the case is not built into Batch Type 31 within 60 days, the system closes the case with PC 29.

1.4.19.6.7  (06-01-2006)
IDRS Case Control

  1. IDRS control bases are opened automatically when:
    • a CP 2501 process code is uploaded to IDRS
    • a CP 2000 process code is uploaded to IDRS for an interest computation. IDRS displays a PC 09 to indicate the pending interest request prior to uploading the CP 2000 PC.

    Initial IDRS assignment displays as Status Code ” S” .

  2. The IDRS control base is automatically updated when a notice is issued. The IDRS control number begins with:
    • 02000 for a CP 2000
    • 02501 for a CP 2501
    • 05601 for a Stat notice
    • 00095 for a recomputed notice after a Stat notice

    The IDRS case status updates to “M” when a statutory notice is issued.

  3. The CP 2501 IDRS control base is automatically closed when PCs 35-53 are posted.
  4. The CP 2000 and Statutory Notice IDRS control base are automatically closed when PCs 15, 62-74, 80, 82-94 and 96 are posted.
  5. The IDRS Control base is opened and closed when a PC 20 is updated to Master File. The IDRS control number is 00020.

1.4.19.6.8  (06-01-2006)
Charge-outs (Form 4251)

  1. Initial charge-outs (Form 4251) are produced and routed to the Campus files area for paper returns and source documents.
    1. If the paper return has not been retired to the Federal Records Center (FRC), the Campus files area pulls the return and routes to AUR Operations.
    2. If the paper return has been retired to FRC, the Campus files area routes the charge-out to the appropriate FRC. The FRC pulls the return and routes to AUR Operations.
  2. Chargeouts for ELF returns (File Location Codes 14, 16, 30, 32, 35, 38, 64, 70, 72, 75, 76, 79, 92, 93, and 98) are printed and routed to the AUR functions. The return information is viewed on the AUR system.
  3. Charge-outs for non-ELF returns with Doc Code 07 and 08 (1040-EZ returns) are printed and routed to the AUR operation. The tax return information is viewed on the AUR System.

1.4.19.6.9  (06-01-2006)
AUR Coordinator Screens

  1. There are several parameters that must be input by the AUR coordinator (or rolled-over) prior to beginning each tax year. These parameters dictate several actions that take place in the system.
  2. To access the AUR Coordinator window, select aUr coord from the main menu. A drop-down menu displays the following:
    • N otice dates
    • B atch parameter
    • C trl parameter
    • L tr parameter
    • loc C p2501 para
    • loc c P 2000 para
    • loc let T er para
    • R eorder dates
    • D isaster zip cd
    • O rder inventory
    • E arly aging
    • r U n controls

1.4.19.6.10  (06-01-2006)
Control Parameters

  1. The AUR coordinator is responsible for ensuring control parameters are verified for the start -up of each new tax year and updated as appropriate.
  2. The SYSTEM DEFAULT UID is used when the assigned default UID no longer has access to the system.
  3. The CONTROL RELEASE LOCATION is the location where batches and released unit suspense cases are assigned when the status is updated to BF.
  4. The RECEIVER EMPLOYEE NUMBER is used for automated return requests, transcript requests, etc. The number is broken down into three components.
    • The first two digits are the Campus code
    • The second three digits are the location number
    • The last five digits identify a specific employee or generic unit number.
  5. The NAME/ADDRESS/EMPLOYEE field is used when the AUR System sends address updates to MCC and letters to Correspondex. The number is broken down into three components.
    • The first two digits are the Campus code
    • The second three digits are the location number
    • The last five digits identify a specific employee or generic unit number.
  6. The CP 2000 AUTO ASSESS END DATE field indicates when AUR auto assessments are suspended for a given tax year. This date is set to ensure that all auto assessments are processed in time to meet the statute expiration date. PC 67 and IPC RN cases must have a date no later than February 28, of the Statute year. PC 87, 90 or IPC SR must have a date no later than June 30, of the Statute year. An automatic assessment record is always created for cases closed with PC 91, 92, or 93.
  7. The STAT AUTO ASSESS ENDING DATE reflects a locally determined date but no later than June 30, of the Statute year.
  8. The DEAD CYCLE DATE is provided by AUR HQ. Additional information is available in the End of Year documents issued by MITS.
  9. The EMPLOYEE CASE UID is used when an employee case is identified during regular processing. The system displays a message to transfer the case to the Employee Case UID. The employee must be in “P” status.
  10. The AGE NUMBER reflects the number of days of aging for the Aged Response Batch Summary report.
  11. The ESTAB MAXIMUM REMARKS field is used to indicate the maximum number of characters (including spaces) the user can enter in the REMARKS field on the Research screen.
  12. The MAXIMUM CHECK DATE COUNT field limits the number of cases that display within a particular notice date after No Response cases have been rebatched. This prevents the system from displaying thousands of cases on a notice date that was not purged.
  13. MAXIMUM LABEL COUNT limits the number of labels that are generated by one request.
  14. MAXIMUM REPORT COUNT limits the number of SSNs that are printed when printing batch listings.
  15. CP 2000 RELEASE COUNT is the minimum number of CP 2000 notices to be entered in the Notice Mailout table. This count must be greater than 999.
  16. CP 2501 RELEASE COUNTis the minimum number of CP 2501 notices to be entered in the Notice Mailout table. This count must be greater than 999.
  17. RECOMP RELEASE COUNTis the minimum number of Recomp notices to be entered in the Notice Mailout table. This count must be greater than 999.
  18. STAT RELEASE COUNTis the minimum number of Stat notices to be entered in the Notice Mailout table. This count must be greater than 999.
  19. INITIAL WEEK-END DATE is the first week ending date for the new tax year. This must be a Saturday date in mm/dd/yyyy format.
  20. WAIVER LOCATION NAMEis the Campus name that appears in the symbols box in the upper right corner of Form 5564, Notice of Deficiency/Waiver. Up to 13 characters may be entered.
  21. WAIVER STOP CODE is the mail stop that appears in the symbols box in the upper right corner of Form 5564, Notice of Deficiency/Waiver. Up to 13 characters may be entered.
  22. ACTION 61 AGED DAYS is the number of days after the IRS received date that a 2645C letter is mailed to the taxpayer. The system automatically generates and processes 2645C letters three to five days before the letter date. The three to five day time frame allows for processing and printing of the letters. The system default for this field is 30.

    Example:

    If the number of days entered is 30, the system generates and processes the letters on the 25th–27th day after the IRS received date.

  23. ACTION 61 RESPONSE DAYS is the number of days the taxpayer will be contacted again by IRS. The system default for this field is 30.
  24. ACTION 61 ASSIGNED UNIT is used to automatically generate 2645C letters for cases in Batch Types 41, 44, 52, 53, 58, 72, 74, and 99 that are in AU status and meet the ACTION 61 AGED DAYS criteria.

    Caution:

    If this field is blank, a 2645C letter will NOT automatically generate.

  25. ACTION 61 BATCH FINISHED is used to automatically generate 2645C letters for cases in Batch Type 41, 44, 52, 53, 58, 72, 74, and 99 that are in BF status and meet the ACTION 61 AGED DAYS criteria.

    Caution:

    If this field is blank, a 2645C letter will NOT automatically generate.

    Note:

    The 2645C letter generates with paragraphs ” A” , “B” , “G” , ” Z” and “2″ .

  26. CP2005/CP2006 ADD DAYS is the number of days after batch disassembly date that the automated acknowledgement and/or no change letters are generated.
  27. PLANNED INVENTORY is the total number of cases your campus is working for the tax year.

    Note:

    This is necessary for the MISTLE report to calculate correctly.

  28. The following fields relate to the individual Campus(es). Enter the appropriate information for your Campus:
    1. SERVICE CENTER CODE is the two-digit code for the Campus
    2. SERVICE CENTER NAME
    3. ABBR SERVICE CENTER NAME
    4. RETURN STREET ADDRESS
    5. RETURN CITY
    6. RETURN STATE CODE - Select the <F6> key for a listing of valid state codes.
    7. RETURN ZIP CODE
  29. The following fields are only used when payments must be processed at another Campus due to Submission Processing ramp-down. Enter the appropriate information for your Campus, otherwise leave these fields blank:
    1. STREET ADDR-RESP WITH PAYMENT
    2. CITY-RESP WITH PAYMENT
    3. STATE CODE-RESP WITH PAYMENT - Select the <F6> key for a listing of valid state codes.
    4. ZIP CODE-RESP WITH PAYMENT
  30. The following fields relate the Taxpayer Advocate. Enter the appropriate information for your Campus:
    1. TAXPAYER ADV NAME - enter the Taxpayer Advocate Service.
    2. TAXPAYER ADV 2ND NAME LINE - enter the second name line of the Taxpayer Advocate Service, if applicable.
    3. TAXPAYER ADV STREET ADDRESS - enter the street address for the Taxpayer Advocate Service.
    4. TAXPAYER ADV 2ND STREET ADDRESS - enter the second line for the address for Taxpayer Advocate Service, if applicable (ie: stop number).
    5. TAXPAYER ADV CITY
    6. TAXPAYER ADV STATE CODE - Select the <F6> key for a listing of valid state codes.
    7. TAXPAYER ADV ZIP CODE
    8. TAXPAYER ADV PHONE NUMBER
  31. SUSPENSE INDICATOR indicates that one copy of the letter will be kept in a manual suspense file. Locally defined indicators A-Z or blank are used to identify suspense files. This must be coordinated locally with the Correspondex coordinator.
  32. SUSPENSE UNIT EMPLOYEE NAME is the name of the employee designated to receive Forms 5703 with attachments to be associated with the outgoing Correspondence. Each campus decides whether or not to designate an employee name for this field.
  33. SUSPENSE UNIT MAIL STOP NUMBER is the mail stop number in the campus where Form 5703 with attachments is routed.
  34. The following fields relate to the TRS90 information:

    Note:

    TRS90 data must be updated for ALL available tax years as the program goes to the oldest running tax year to get the TRS90 user information.

    1. TRS90 ID is the seven character Site-ID and Organization combination login, provided by MCC on Form 5081. Alpha characters must be capitalized.
    2. TRS90 ACCESS CODE is the eight digit password, provided by MCC on Form 5081. A new password must be requested every 180 days.
    3. ACCESS CODE START DATE is the effective date provided by MCC in MMDDYYYY format and must be updated every 180 days.

      Note:

      The TRS90 ID, TRS90 ACCESS CODE, and ACCESS CODE START DATE fields in UPDATE CONTROL PARAMETERS represent an additional security feature for ordering various tax account transcripts and DLNs on the AUR system. Logins and passwords must be requested from the MCC using on-line Form 5081.

1.4.19.6.11  (06-01-2006)
Batch Parameters

  1. The AUR coordinator is required to establish the operating parameters used for batch building. The following is set for each batch type:
    • maximum batch size
    • maximum number of cases in a work unit
    • default location
  2. Batch types are divided into three different categories.
    1. User Built (UB) - UB batches need to have the Maximum Batch Count, Maximum Work Unit Count, and Default location set.
    2. System Suspense (SS) - SS batches can only have the default location changed.
    3. Unit Suspense (US) ) - US batches are system defined and cannot be changed.
  3. Maximum Batch Count is limited to 9,999 cases in a batch. The Maximum Work Unit count is limited to 99 cases in a work unit.
  4. The default location input must match a location number previously established by MITS.

1.4.19.6.12  (06-01-2006)
Local Paragraphs

  1. The AUR system allows the input of local paragraphs.
    1. Each Campus can create up to 40 local paragraphs (numbers 200 through 239) for the CP 2000 notice and up to 20 local paragraphs (numbers 500 through 519) for the CP 2501 notice.
    2. These paragraphs may be up to 1,632 characters. The system will NOT word wrap at the end of each line of input. To ensure local paragraphs are correctly formatted, review the paragraph after committing.
    3. These paragraphs include a two character ISSUE CATEGORY CODE which allows the local paragraph to display in the proper order on the notice. A list of these codes is shown below or can be found by placing the cursor in the ISSUE CATEGORY CODE field of the desired paragraph and pressing the F6 <LIST> key.
    CATEGORY CODE CATEGORY TITLE CATEGORY SUB TITLE
    NF Additional Information <blank>
    AH Adjustments to Income Self-employed health insurance deduction
    AI Adjustments to Income IRA Deduction
    AL Adjustments to Income Student Loan Interest Deduction
    AO Adjustments to Income Other Adjustments to Income
    AP Adjustments to Income Penalty on early withdrawal of savings
    AS Adjustments to Income Self-employed SEP, SIMPLE and qualified plans
    AT Adjustments to Income Tuition and Fees Deduction
    DI Deductions Itemized Deductions – Schedule A
    DO Deductions Other Deductions
    IB Income Business or Self-Employed Schedule C or C-EZ
    IF Income Farm Income – Schedule F
    IP Income IRA, Pension or Retirement
    IR Income Rent, Real Estate, etc. – Schedule E
    IS Income Social Security or Railroad Retirement
    IT Income State and Local Income Taxes
    IU Income Interest, Dividends, or Capital Gains - Schedules B and D
    IW Income Wages – W-2
    MD Miscellaneous Issues Deductions
    MI Miscellaneous Issues Income & Withholding
    MO Miscellaneous Issues Miscellaneous Issues - Other
    OD Other Income Difference in amount of non-taxable income
    OG Other Income General
    OI Other Income Income reported incorrectly
    ON Other Income Income not reported
    OR Other Income Request for additional information
    AE Other Taxes Advance earned income credit payments
    HE Other Taxes Household employment taxes
    QP Other Taxes Tax on qualified plans
    SE Other Taxes Self-Employment Tax – Schedule SE
    SS Other Taxes Social Security/Medicare Tax
    BD Payment of Tax or Balance Due <blank>
    CA Payment & Credits Additional Child Tax Credit
    CE Payment & Credits Earned Income Tax Credit
    CW Payment & Credits Withholding Credit and Estimated Tax Payments
    CX Payment & Credits Excess Social Security & RRTA
    PE Penalty & Interest Charge Estimated Tax Penalty
    PF Penalty & Interest Charge For More Information about Your Penalty & Interest Charges
    PI Penalty & Interest Charge Interest Charges
    PO Penalty & Interest Charge Penalties
    CR Tax & Credits Tax Credit
    TC Tax & Credits Tax Computation
    TI Tax & Credits Taxable Income
  2. Select loc Cp2501 para (for local CP 2501 paragraphs) orloc c P2000 para (for local CP 2000 paragraphs) from the AUR Coordinator sub-menu. The Update Local Paras window displays.

    Note:

    If there are no existing local paragraphs, the Create/Edit Local Paragraphs window automatically overlays the Update Local Paras window.

  3. To create a new local paragraph , take the following actions in the Update Local Paras window:
    1. Place the cursor in the ISSUE CATEGORY CODE field of the first blank row blank after the last listed paragraph
    2. Press the <F6>key to display a list of valid codes. Select the applicable ISSUE CATEGORY CODE and click the OK button.
    3. Press <F2> key. The Create/Edit Local Paragraph window displays.
    4. Enter the text.
    5. Click on the Spellcheck button. Make any needed corrections, then click the OK button. The system returns to the Update Local Paras window and automatically assigns the next available paragraph number.
    6. Enter the paragraph title in the HEADER field. The title cannot exceed 75 characters (including spaces).
    7. Press the <F4> key to commit the paragraph.

      Caution:

      The paragraph is deleted if you exit the window without committing.

  4. To edit an existing paragraph, take the following actions in the Update Local Paras window:
    1. Click on the HEADER field of the existing paragraph to be edited.
    2. Press the <CTRL E> keys to display the Create/Edit Local Paragraph window. The cursor will appear at the beginning of the existing text.
    3. Enter the edited text.
    4. Click the Spellcheck button. Make any needed corrections, then click the OK button. The system returns to the Update Local Paras window.
    5. Update the Title and/or Issue Category code, as appropriate.

      Reminder:

      The title cannot exceed 75 characters (including spaces).

    6. Press the <F4> key to commit the changes.

      Caution:

      The changes will not be retained if you exit the window without committing.

  5. To delete an existing paragraph , take the following actions in the Update Local Paras window:
    1. Click on the HEADER field of the existing paragraph to be deleted.
    2. Press the <CTRL E> keys to display the Create/Edit Local Paragraph window. The cursor will appear at the beginning of the existing text.
    3. Highlight the entire text and press the<F5> key to clear the entries.
    4. Enter either “Reserved” or a “period (.)” in the text block and click the Spellcheck button.
    5. Click the OK button. The system returns to the Update Local Paras window.
    6. Enter “Reserved” in the HEADER field of the deleted paragraph and press <F4> to commit the changes.

1.4.19.6.12.1  (06-01-2006)
Local Correspondex Letter Paragraphs

  1. The AUR coordinator has the ability to input up to 20 local paragraphs for each Correspondex letter on the AUR system. These paragraphs are numbered 75 through 94. Tax examiners can select paragraphs as either “OPEN Paragraph” or “Floating Paragraph” .
  2. To create a new paragraph:
    1. From the aUr coord menu, select loc leTter para
    2. Place the cursor in the LETTER field and then use the arrow keys to find the specific letter.
    3. Click on the blank NUM field and press the <F2> key to access the Create/Edit Local Letter Paragraph window .
    4. Type in the paragraph text.
    5. Click the Spellcheck button and make corrections as needed.
    6. Click on the OK button.
    7. Type in the title of the paragraph.

      Note:

      The title of the paragraph automatically displays in all capital letters and is not included on the letter.

    8. Press the <F4> key to commit.
  3. To edit an existing paragraph:
    1. Place your cursor in the NUM field of the paragraph to be edited.
    2. Press the <CTRL E> keys to display the Create/ Edit Local Letter Paragraph window. The cursor appears at the beginning of the existing text.
    3. Make the changes and then click the Spellcheck button and make corrections as needed.
    4. Click on the OK button.
    5. Press the <F4> key to commit the changes.
    6. Press the <CTRL E> keys again to ensure the paragraph is correctly formatted.

    Note:

    Once a paragraph is created it cannot be deleted. If the paragraph is no longer needed, type “RESERVED” in the paragraph body and title.

  4. Sometimes a “gap” appears in the paragraph text, after it has been committed. This “gap ” is the result of the way the window reads a cut-off point on the line. To correct this, take the following steps:
    1. Place the cursor at the end (extreme right) of the line immediately above the line where the “gap” starts.
    2. Press the Enter key, to create a “hard break” .
    3. When the cursor goes to the next line it should have moved the first word over one space.
    4. Use the Delete key to remove the space at the beginning of the “gap” line. Move the cursor to the end of the line and use the Delete key to remove the “gap” spaces.
    5. Click on the Spellcheck button.
    6. Click on the OK button.
    7. Press the <F4> key to commit.
    8. Press the <CTRL E> key again to ensure the paragraph is correctly formatted.
    9. Repeat the above steps until all the ” gaps” are removed.

1.4.19.6.13  (06-01-2006)
Notice Mailout Dates

  1. The AUR system assigns a mailout date to each case with a notice process code when the batch is updated to RB status. Notice dates and Notice Upload dates are systemically assigned and cannot be changed. Notice volumes must be established and maintained. To access the Notice Mailout Dates window, select the Notice dates option on the aUr coord sub-menu. The Notice Mailout Dates window displays specific notice upload dates, the Notice date, and volume for each type of notice.

    Note:

    Use the <Enter> or <Tab> key to advance the cursor.

    Note:

    All of the notice dates can be printed from the Notice Mailout Dates Report available from the Reports menu.

  2. Notice Upload dates are Saturdays and display in MM/DD/YYYY format. Notice upload dates that have already passed do not display.
  3. Notice volumes for CP 2000 and Recomp/Amended notices cannot be changed if within two weeks of the Notice Upload Date, due to the time needed for the interest calculations.
  4. CP 2000 notices cannot be generated during the Master File dead cycles (interest computations cannot be downloaded). However, CP 2501, CP 2000 Recomp/Amended and Statutory Notices can be generated during the dead cycles as no Master File interest computation is required.

    Note:

    An original CP 2000 request posts a PC 09 to request an interest computation from Master File.

  5. The mailout volume is input by the AUR coordinator. Once the notice volume for a specific notice date has been exceeded, any additional notice volume is assigned to the next available notice date.

    Note:

    When notices are rolled over to a future date, address updates are taken into consideration.

  6. Mailout volumes include cases with notice process codes from Employee Batch Types 90 and 91.
  7. Mailout volumes do not include cases from Partially Agreed Batch Types 67 and 87.
  8. The Released Volume column for Recomp/Amended/PC 57, 95 includes volumes from Batch Types 67 and 87. The Batch 67 and 87 columns display the volume of notices when the batch is updated to AB (Associated Batch) Status.

1.4.19.6.14  (06-01-2006)
Suspense Files Timeframes

  1. The following time frames are applied to the appropriate suspense file:
    1. CP 2501 — 45 days
    2. APO/FPO or Foreign Address CP 2501 — 60 days
    3. CP 2501 Letters - 45 days
    4. CP 2000 — 60 days
    5. APO/FPO or Foreign Address CP 2000 — 75 days
    6. Recomputed or amended CP 2000 — 45 days
    7. CP 2000 Letters - 45 days
    8. APO/FPO or Foreign Address recomputed CP 2000 — 75 days
    9. Statutory Notices (Letters 3219C and Form 5564) - 105 days
    10. APO/FPO or Foreign Address Statutory Notices (Letters 3219C and Form 5564) -165 days

      Note:

      Verify that the system is using the 105/165 days to age statutory notices. If not, See IRM 1.4.19.6.14.3., Early Aging.

1.4.19.6.14.1  (06-01-2006)
CP 2000 Time Frames

  1. Adhering to the following recommended timeframes ensures prompt action on all CP 2000 cases, minimizing cycle time to meet program goals.
    1. Disagreed responses - work within 23 calendar days of the IRS received date.
    2. Agreed responses - download the process code (update batch to RB status) within 30 calendar days of the IRS received date.
    3. Interim Letter 2645C - issue within 30 calendar days of IRS received date. This applies to all cases where the closing action was not initiated within the 30-day time frame established by Action 61.

      Note:

      The interim letter should include the name and phone number of a person to contact and an approximate date when the next or final letter will be issued.

    4. All subsequent taxpayer correspondence not previously addressed must be issued within 30 calendar days of receipt in the Campus.
    5. No response - download the statutory notice process code (update batch to RB status) within 5 calendar days of system aging.
    6. Undelivereds with no better address - download the statutory notice process code (update batch to RB status) within 30 calendar days of receipt in AUR.

1.4.19.6.14.2  (06-01-2006)
Statutory Notice Timeframes

  1. Adhering to the following recommended time frames ensures prompt action on statutory notice cases:
    1. Send docketed cases to Appeals within seven calendar days from the date the request is received in AUR.
    2. Disagreed responses - work within 13 calendar days of the IRS received date.
    3. Agreed responses - download the process code (update batch to RB status) within 30 calendar days of the IRS received date.
    4. Interim Letter 2645C must be issued within 30 calendar days of the IRS received date. This applies to all cases where the closing action was not initiated within the 30-day timeframe established by Action 61. The interim letter should include a name and phone number of a person to contact and an approximate date when the next or final letter will be issued.
    5. No response - download the default process code (update batch to RB status) within 5 calendar days of system aging.
    6. Undelivereds - build to Batch Type 85, Remail Statutory Notice, within 30 calendar days of IRS received date.

1.4.19.6.14.3  (06-01-2006)
Early Aging

  1. The Early Aging option can be used to end the suspense period of a batch after obtaining HQ approval.

    Note:

    Early aging impacts the time frames used when taxpayers request an extension of time to reply to a given notice/letter and should not be invoked unless all responses in house are built, to avoid reconsideration case work.

  2. The early aging process should be invoked when no users are accessing the AUR system.
  3. When the Early Aging option is selected from the AUR coordinator menu, the system prompts for the two digit batch number and notice date (MM-DD-YYYY format) to be aged early.

    Caution:

    When early aging Batch Types 47 and 60, the date entered must be a Saturday. The system ages all letters dated for the week using the Saturday week ending date.

  4. Batch types 40, 47, 50, 55, and 60 must be suspensed for at least 30 days; Batch Type 70 must be suspensed for at least 90 days before early aging.
  5. The minimum suspense timeframes for Foreign/FPO/APO addressare as follows:
    1. CP 2501 (Batch Type 40)—60 days
    2. CP 2501 Letters (Batch Type 47)—30 days
    3. CP 2000 (Batch Type 50)—60 days
    4. Recomputed/Amended CP 2000s (Batch Type 55)—60 days
    5. CP 2000 Letter (Batch Type 60)—30 days
    6. Stat Notices (Batch Type 70)—150 days
  6. The Early Aged Suspense report displays only one batch at a time. To verify/document early aging, access the report after each batch suspense date has been committed.

1.4.19.6.15  (06-01-2006)
Delete Process Codes

  1. Only the AUR coordinator can delete unconfirmed process codes. If the process code is confirmed, the system displays a “Y” in the CONFIRMED field and an “N” in the DELETE field. This indicates the process code and any preceding IPC/PC cannot be deleted.

    Exception:

    A confirmed PC 58 or PC 79 can be deleted.

  2. To delete an IPC/PC:
    1. the case must be transferred to and accepted by the AUR coordinator
    2. Select the Control option.
    3. Select “D” elete pc option under the Case option. The Delete Process Code screen displays with the cursor in the SSN field.
    4. Enter the SSN to display the current batch and process code information for the case. The cursor moves to the DELETE field.
    5. Enter “Y” to delete the IPC/PC.
    6. Press <F4> to commit.
    7. Transfer the case back to the originator for continued processing.

1.4.19.6.16  (06-01-2006)
Update Reorder Date

  1. The Update Reorder Dates window is used to maintain the reorder dates that trigger the system to reorder returns in the extract batches and —L Freeze cases.
  2. To enter the reorder dates:
    1. Select Reorder dates under the AUR Coord option. The Update Reorder Dates window displays with the cursor in the first position of the REORDER DATE field.
    2. Enter the applicable reorder date. Press <Enter>. The cursor moves to the next position in the REORDER DATE field.

      Note:

      The reorder date for the first extract must be at least 30 days beyond the date the extract was downloaded. Each subsequent extract must have a reorder date greater than or equal to the previous extract. If an extract has been downloaded, the reorder date must be entered. The Extract 90 reorder date must be changed each time a new reorder date is input, unless the Extract 90 reorder date is already greater than or equal to the latest reorder date for Extracts 01-27.

    3. When all reorder dates have been entered, press <F4> to commit, the cursor moves to the —L FREEZE DATE field.

      Note:

      The reorder date for —L Freeze cases must be changed each time a new reorder date is input, unless the —L Freeze reorder date is already greater than or equal to the latest reorder date for Extracts 01-27 or Batch Type 90.

    4. Enter or verify the reorder date for —L Freeze cases. Press <F4> to commit.

      Note:

      The charge-outs for reordered returns are generated at the campus where the original return was filed.

1.4.19.6.17  (06-01-2006)
Update Letter Parameters

  1. Every type of notice and letter sent must contain contact information for your site. This information is entered in the Update Letter Parameters window. All entries must be carefully reviewed as this information displays on the notices and letters exactly as input.