The Tax System has two comment screens: Field Tax Comments (FTC) and Collections Delinquency Comments (CDC). These screens allow a user to share information with other users. Status personnel can view comments on both FTC and CDC screens. Do not enter comments on the CDC screen unless the FTC screen is full.

A comment should be placed on the FTC screen when:

1. Notifying ADP & Audit to refund money, delete, reinstate or journal entry a Quarterly Report.
   
   
2. A telephone call results in a change to an account.
   
   
3. Contacting and leaving a message for an Employer via telephone. This is helpful when there are no documents on TDO yet such as a UTR image C-1 or a document is received by fax or e-mail.
   
   
4. A Reciprocal Coverage Agreement is approved. Record employee name and social security number.
   
   
5. Encountering a Non-English speaking or hostile Employer on the telephone.
   
   
6. All efforts have been exhausted trying to contact an Employer by telephone.
   
   
7. Sending an assignment by e-mail to Field Tax or Tax Area 13.
   
   
8. Duplicate accounts exist. Place comments on both accounts if documents need to be moved.
   
   
9. Anything pertaining to an account that is incorrect or odd looking but not currently being remedied.
   
   
10. An account is closed as Established in Error. Detail the reason for closure.
    
    
11. A class of workers is determined to be independent contractors.
    
    
12. Investigating a contract labor issue.
    
    
13. An account is changed to "Not Liable". Detail the reason for change.
    
    
14. Contact with the Secretary of State necessitates a change to an account.
    
    
15. An account has potential future liability.
    
    
16. Performing a transaction at the request of the Regulatory Integrity Division (RID).
    
    
17. A contact person is obtained for an account. Document the contact person's name and telephone number.
    
    
18. A contact person is obtained for an out-of-state employment security agency. Document the contact person's name and telephone number.
    
    
19. An Employer leases their employees from a staff leasing company.
    
    
20. A Rule 13 Request has been issued a Tax Department (TD) number.
    
    
21. Any other applicable reason exists that needs clarification.
    
    
22. All accounts that involves Appeals.

Generally, abbreviations should not be used on the FTC screen. If abbreviations are used they should be easily recognized by all users. If there is any doubt as to whether an abbreviation will be understood by all users, the abbreviation should not be used.

Acceptable abbreviations include:

When placing comments on the FTC screen:

1. Use comments that are objective and informative.
   
   
2. Be as brief and concise as possible. Although comment space on the FTC screen is very large, lengthy comments increase the amount of time required to review the FTC screen.
   
   
3. When placing comments on the FTC screen use all the available space on a line before proceeding to the next line.
   
   
4. Do not use special symbols to separate your comments from other comments unless a special circumstance is involved. These special circumstances should be infrequent. If a special situation does exist use the asterisk (*) to separate your comments.

When comments are entered on the FTC screen they are associated with the user number of the person who entered them. However, to ascertain who entered a comment, it is often necessary to look up the user number. For this reason Status personnel should enter their last name at the end of a comment or series of comments. This will facilitate review of the FTC screen.

If an account has comments the header for that account will display "CMTS". The comments might be FTC comments or CDC comments. Review the FTC screen anytime the header for an account displays "CMTS".

To access the FTC screen when viewing an account:

1. Key FTC on the command line.
   
   
2. Press <Enter>.
   
   
3. FTC screen comments will display. The comments are displayed in chronological order. The most recent comments will be displayed first.
   
   
4. Review the FTC comments.
   Page forward using <PF8>.
   Page backward using <PF7>.
   
   
5. Use <PF11> to toggle to the CDC screen.

The CDC screen needs only seldom review. Review the CDC screen when:

To access the CDC screen when viewing an account

1. Key CDC on the command line.
   
   
2. Press <Enter>.
   
   
3. CDC screen comments will display. The comments are displayed in chronological order. The most recent comments will be displayed first.
   
   
4. Review the CDC comments.
   Page forward using <PF8>.
   Page backward using <PF7>.
   
   
5. Use <PF11> to toggle to the FTC screen.

To add comments when viewing an account access the FTC screen:

1. Key FTC on the command line.
   
   
2. Press <Enter>.
   
   
3. If the account does not already have FTC comments, the FTC update screen will display.
   
   Key your comments and press <Enter> then press <PF2> to save.
   
   
4. If the account already has FTC comments, the FTC comments will display.
   
   
5. Press <PF6> to access the FTC update screen.
   
   
6. The blank FTC update screen will display.
   
   
7. Key your comments and press <Enter> then press <PF2> to save.

FTC comments can be changed by the person who added them. Another person cannot change your FTC comments and you cannot change another person's FTC comments.

To change your FTC comments when viewing an account access the FTC screen:

1. Key FTC on the command line.
   
   
2. Press <Enter>.
   
   
3. FTC comments will display.
   
   
4. Review the FTC comments.
   Page forward using <PF8>.
   Page backward using <PF7>.
   
   
5. Identify the FTC comment you would like to change by entering a "C" in the far left margin (just to the left of: DATE) on the beginning line of the FTC comment then press <Enter> .
   
   
6. Key the change over the existing FTC comment and delete extra data as appropriate.
   
   
7. Press <Enter> then press <PF2> to save.

FTC comments can be deleted by the person who added them. Another person cannot delete your FTC comments and you cannot delete another person's FTC comments.

To delete your FTC comments when viewing an account access the FTC screen:

1. Key FTC on the command line.
   
   
2. Press <Enter>.
   
   
3. FTC comments will display.
   
   
4. Review the FTC comments.
   Page forward using <PF8>.
   Page backward using <PF7>.
   
   
5. Identify the FTC comment you would like to delete by entering a "D" in the far left margin (just to the left of: Date) on the beginning line of the FTC comment.
   
   
6. Press <Enter> then press <PF2> to delete.

Note: Comments that are entered through UTR cannot be deleted or changed on the FTC screen.