After each tax run, computer generated output and batches of documents which have been keyed, are gathered by output control and put in a locker. The run is picked up first thing in the morning by someone from Status Operations Unit (SOU). The output is then sorted by job number and delivered to the various units in Status.

The output received will consist of:

List of new liable accounts
System generated form letters
Labels

1. Two labels are generated for each new and reopen account. The one with the account number on it will not be used. The one without an account number is used on the mailing envelope.
2. Labels requested by different accounts examiner's will be produced under their accounts examiner number.

1. Verify the first chargeable quarter of accounts listed on the New Account List against the EMF.
   
   
2. Field Tax Operations is responsible for checking their own errors.
   
   
3. If an error is found for a Status accounts examiner; give a copy of the error to that individual and count as an error.
   
   
4. Correct any documents related to the error and pull rate notices and give to Rates. Rates will send a new rate notice.

1. The work is divided evenly among the number of available personnel. Output is assembled and made ready for a mail pick up deadline of 3:00 p.m. The letters are dated and employers are charged a penalty for late returns, therefore the letters must be mailed the same day they are produced.
   
   
2. Address labels without account numbers are placed on envelopes. Note: Envelopes with non USA address labels need to be tagged for the mail room for extra postage. SOU will put a note on the envelope.
   
   
3. The following is a list of all the documents to be assembled for the employers.
   
   Welcome letter
   Liability letter
   Rate Notice
   Schedule of reports due
   Quarterly Reports (assembled with C-3, C-4 & Voucher)
   Poster
   Return envelope (U-21)
   Status Report request form letter FL-160 (assembled with a blank Status Report C-1 and instruction sheet C-1A).
   FEIN request letter (Do not mail the FEIN request letter when the form letter FL-160 is being sent on the same day the FEIN is being sent. The form letter FL-160 letter will supersede the FEIN request letter).
   Any other special letters provided by accounts examiners e.g.: appeals decision.
   Various informational inserts (New Hire, online filing, etc.)
   Texas Business Today
   
   
4. Correct errors (name, address, subject date, etc) on liability letters. Remove rate notices if errors exist. Send incorrect rate notices to Rate Section.
   
   
5. Bundle packets in groups of 25 and attach mailroom route sheet to each bundle for mailroom pickup.

The letters below are generated by status action or requested on SLR.  See Chapter 5 - "Letters".

1. The form letter request sheet is checked against the letter requested.
   
   
2. The following is a list of all the letters with their enclosures, to be assembled and mailed by 3:00 p.m. C-3's are automatically produced for some of the form letters. (FL-24, 50, 78, 79, 80, 81, and FL-82).

Poster requests are taken over the phone, fax, e-mail or by mail. Because the poster states that the employer is reporting wages to TWC; we must have an active account on our system. This can be checked on the EMF.  Employers can request posters on UTS.

1. First check the EMF to be sure the account is active and verify the address.
   
   
2. Order posters on the LBL screen. Labels can also be ordered and produced for each poster request.
   
   
3. The posters requested will be found at the end of job# TXDS0804 (after the posters created for the new and reopen accounts).
   
   
4. Labels will be found according to the examiner's user # (at the end of labels produced for liable accounts).(One with account number and one without account number.)
   
   
5. Some posters are not sent to the address of record.  Type an address label if an alternate mailing address is requested.

6. Insert a copy of current Texas Business Today.
   
   
7. Insert a copy of the "Required Employer Posters" form, which provides contact information to obtain required posters from other state and federal agencies. Use U-14 envelope.

Employers or their representatives often lose their Employer Quarterly Report Forms and request that new forms be mailed.

The ATR (Year/Qtr Continuation) Screen allows Account Examiners to order preprinted Quarterly Report Forms, which will be mailed to the address of record. This screen can only be used to order forms for Liable accounts.

Before ordering a form set, allow plenty of time for the original report to be delivered to avoid unnecessary duplication.

To order preprinted quarterly report forms:

1. Key ATR on the Command Line
   Press <Enter>
   The Quarterly Report order screen will appear.
   
   
2. Enter the employer account number.
   The cursor will skip to the next field "SEND TO MAILROOM" which automatically defaults to the "Y."
   
   Key "N" only if intervention is required and the forms should not be delivered to the mailroom. The forms will be delivered to the Status Section for mailing. If the forms are sent to the Status Section, detailed instructions need to be communicated for proper mailing procedures.
   
   
3. Tab to the next item.
   
   
4. Enter in the two-digit year code.
   
   
5. Key "2" under the desired quarter(s).
   
   
6. Skip quarters by using the tab key.
   
   
7. Press <Enter> The system will batch process the request through a number of system edits such as :

• Valid Rate Not Found for This year
• Account Not Liable or Pending.

Forms C-3 and C-4 (as needed) for the periods requested will be produced in the next tax run and mailed to employer's address of record, or will be delivered to the Status Section.