Audit Manual, Ch 5, Sec 5.5 - Select Audit Letters Menu

5.5 Select Audit Letters Menu - (FA20)

Blank copies of the pre-audit letter (audit notification), pre-audit questionnaire, and the post-audit letter are located in the Appendix of this manual.

Purpose: This screen is used by the Accounts Examiner to request two different audit letters. Manual pre-audit or post-audit letters will be used only under exceptional conditions, such as when an incorrect letter was previously mailed to the employer. The two letter types are:

Pre-Audit Letter- This letter notifies the employer of the upcoming audit. It is printed by the mainframe system in Austin and mailed to the employer. A pre-audit questionnaire is included with the audit notification letter.

To request a Pre-Audit Letter: Enter the account number and audit information required at the top of the Audit Letter Selection Screen (SL) and then complete the items listed under the title "Pre-Audit Letter" (middle section of the screen).
Post-Audit Letter- This letter notifies the employer that the audit has been completed, and identifies whether or not errors were found in the employer's reporting to TWC. The letter is printed by the mainframe system in Austin and may be mailed to the employer or to the Auditor.

To request a Post-Audit Letter: Enter the account number and audit information required at the top of the Audit Letter Selection Screen (SL) and then complete the items listed under the title "Post-Audit Letter" (bottom section of the screen).

Screen Access: SL

Special Hints for Using the Select Audit Letter Screen:

After entering all appropriate information onto the letter request screen, print the screen and review the information to make sure it was properly keyed. After confirming the information is correct, press Enter, and the letter is printed and mailed to the employer.
Screen prints requesting the audit letters should be included in the audit work papers.
The C-102 Pre-Audit Questionnaire is printed and mailed with each pre-audit letter. A C-1AM is not mailed with the system-generated pre-audit letter.
The day after the pre-audit and post-audit letters are requested through the Audit Letter Selection Screen, a line item on the TDO - Document Log indicates that the letters were sent, however these two letters are system-generated and copies are not available.
The audit date and time entered through this screen for the pre-audit letter also appear on the FTS screen, the Call-In Appointment Schedule.
If the employer never received one of the letters, or a change in the date or time of the audit requires another letter, the Auditor may request an additional letter via this screen.
This screen will not allow a second audit appointment letter if the auditor keys the exact same date and time as the original letter. If the auditor re-keys an exact duplicate system will display "Dupe Appt Keyed" and no letter will produced. Solution: Re-key the appt for a different date and time, or if the appt must be on the same date, then re-key the time 5 minutes later and the audit letter will produce.

Screen Format:

Audit Letter Selection

Display Fields on the Select Letter Screen:

EMPLOYER ACCOUNT NUMBER	The TWC account number.
DATE OF AUDIT	Enter the date using 6 digits, i.e. 020104 would be February 1, 2004. The correct date is inserted at the proper place in the letter.
AUDIT PERIOD	The time period covered by the audit, i.e. January 1, 2003 to December 31, 2003 would be entered 103 to 403 to represent the beginning and ending dates. Do not enter slashes or dashes.

Pre-Audit Options:

TIME OF AUDIT	Enter the time you want the audit to begin - 7AM to 6 PM. Enter AM or PM when prompted.
ALTERNATE ADDRESS	Used when the audit is to be conducted at a site other than the address of record. The alternate address is entered into the body of the letter.

Post-Audit Options:

DISCUSSED WITH

The name of the person with whom the audit results were discussed. Name is limited to 24 characters.

SELECTION TO BE PRINTED

Enter the appropriate choice.

No error audit - Send Directly to Employer.
Change Audit (forms previously provided) - Send Directly to Employer.
Change Audit - Send to Auditor to enclose forms.

Last Revision: May 06, 2011

[ Audit System Manual- TOC ] [ Ch 1 - Introduction ] [ Ch 2 - Preparing for an Audit ] [ Ch 3 - Conducting the Audit ] [ Ch 4 - Completing the Audit Forms and Schedules ] [ Ch 5 - Audit System Screens ] [ Ch 6 - Miscellaneous ] [ Ch 7 - USDOL - Tax Performance System ] [ Ch 8 - Computer Fundamentals & Hardware ] [ Appendix ]
[ 5.1 - Audit System Screens Accessed Through the Field Tax Main Menu ] [ 5.2 - Audit Screens Accessed Through the Field Tax Audit System ] [ 5.3 - Field Tax Audit System Main Menu - (FA01) ] [ 5.4 - Work with Audits Menu - (FA02) ] [ 5.5 - Select Audit Letters Menu - (FA20) ] [ 5.6 - Select Reports Menu - (FA12) ]
Chapter 5: Audit System Screens	comments to: Tax Department

Chapter 5: Audit System Screens

5.5 Select Audit Letters Menu - (FA20)