[ 5.1.1 - PC Template Letters - How Sent   ] [ 5.1.2 - Foreign Addresses  ] [ 5.1.3 - Description of PC Template Letters ]

The Status Section utilizes many letters to convey or obtain information. Some letters are requested and generated from the system and others are PC template letters used by the Accounts Examiner. For information on system generated form letters see procedure entitled, "Form Letters - System Generated".

To send PC template letters:

1. Use an existing template letter and do not modify it without supervisor approval.
   
   
2. Include the account number.
   
   
3. Make three copies.
   
   
4. Place a copy of the letter, complete with attachments and U-36 "return" envelope in the "out-mail" basket. These letters should be sent using a U-24 envelope.
   
   
5. Attach a copy of the letter to the daily Production Record Sheet, also, mark a "1" in the Letter column and total the number of letters on the bottom part of the Production Record Sheet.
   
   
6. Put a copy of the letter in the "Doc-Log & Destroy basket", if no trace is needed.
   
   
7. Place comments on the FTC screen to indicate the nature of the letter and the reason it was sent.
   
   
8. Trace the letter, if necessary. Traces are implemented, tracked, and deleted using the Tax Folder Accounting & Tracing System Screen (TFL).

9. Place a copy of the letter with trace instructions in basket titled "Loose Traces". The Status Operations Unit (SOU) will process the trace.

Because the scope of the Law is so varied and broad, the PC template letters we use do not always cover each and every situation. At times, the Accounts Examiner must create their own letter to accommodate a particular situation but it must be approved by a supervisor.

If an envelope is addressed to a foreign country, such as Canada, it must be tagged as such using a "yellow post-it". Write "Foreign Address" on the post-it and place envelope in out-going mail baskets as usual.

The most commonly used letters by Accounts Examiners are:

FL-163 - Acquisition Letter

FL-163 is sent to successor Employers to confirm total or partial acquisitions. The letter should only be sent to established accounts having a Status Report on file as the letter does not ask the Employer to complete a Status Report. The predecessor and successor account numbers along with the acquisition date must be supplied when sending this letter. Form C-1AM and U-36 are enclosed with this letter. The account should be traced for three months.

FL-164 - C-1 Request

FL-164 is sent to Employers to solicit completion of a Status Report when an Employer's Quarterly Report is received which does not show liability and has no money. The letter is sent to Pending or Not Liable accounts. The Quarters must be supplied when sending this letter. A C-1, C-1A, C-3 and a U-36 are enclosed with this letter. If only money has been received use FL-164 (money only) C-1 request letter. The account should be traced for three months.

FL-230 - Request for C-13, Discontinued Business in Texas

FL-230 is sent to liable active Employers suspected of discontinuing employment in Texas. The letter requests completion of Form C-13 if the Employer wishes to authorize suspension of their account. Form C-13 and U-36 are enclosed with this letter.

FL-267 - Acquisition Letter, 201.022 C-1 request

FL-267 is sent to Pending or Not Liable accounts with an out-of-state address suspected of incurring liability under Section 201.022. The letter solicits completion of a Status Report to document liability. The predecessor and successor account numbers along with the acquisition date must be supplied when sending this letter. A C-1, C-1A, C-76 and U-36 are enclosed with this letter. The successor account should be traced for three months.

NOTE: All other letters available to Accounts Examiners are in a folder labeled 2008 PC letters.