The mail is sorted so that documents which do not need an Accounts Examiner's decision can be
pulled and worked elsewhere and to create different types of status work batches (e.g.: C-1, Employer
Correspondence AE, Status Change Forms (C3SCF), etc.). Additionally, documents addressed to other
sections can be pulled and sent to that section.
The mail is batched for assignment to simplify the task for the accounts examiners by combining all related
documents and account numbers.
When sorting mail remove the following items and take the indicated action.
- Written Authorizations and Revocations of Written Authorization - place in the Written Authorization basket.
- Rule 13 requests - give to Section Manager.
- Documents containing C-82/C-83 - give to Section Manager.
- Documents addressed to other sections or departments - send to that section e.g.: Field Tax Operations, Regulatory Integrity Division (RID), etc.
ASSEMBLING ASSIGNMENT BATCHES
Incoming documents that need to be worked must be assembled into batches for imaging and FTI assignment to an Accounts Examiner or other Status personnel. Batch header sheets and separator sheets are used to make the proper assignments. It is important to follow the steps exactly so the batch process may be completed without errors.
Documents must be sorted by type of document as well as possible group assignment.
Begin by observing whether the document has an account number. Currently, most documents that arrive in the Status Section from the Revenue and Trust Management Department (Controller) have already been labeled with a TWC account number. If there is no account number on the page then you should locate one and write it on the top of the document.
Observe whether it is a single document or a group of documents that need to be worked together.
Observe whether C-1’s have a front and back side. If either side is missing you must add a blank C-1 front or back to complete the form. Make sure to write the account number on the page. The C-1 can be either a duplex version of the form or a two page version. If the C-1 is not a duplex version of the form make sure there are no marks on the back side of either page and that the account number appears on each page. If the form is stretched so that all the fields are not contained within the normal front side and back side then you must alter the form to fit it within the proper front and back by reducing the size on the copier then cutting the fields and taping them to the proper area to achieve the correct size.
If a C-1 has additional owners and officers, that document must be placed immediately after the back side of the C-1. Additional business locations follow immediately after the additional owners and officers if there are any, or immediately after the back side of the C-1 if there are no additional owners and officers.
Do not include any Rule 13 Hearing requests, C-82/C-83 Partial Acquisitions, C-3/C-4 forms, Adjustment Reports, Client Lists, Written Authorizations (C-42), Revocations of Written Authorization (C-43), or checks in Assignment batches.
SEPARATE DOCUMENTS INTO THE FOLLOWING CATEGORIES:
C-1’s only with no attachments or supporting documents
Single or multiple related C-1’s with attachments or supporting documents
Documents without a C-1 or other Tax form that indicate an acquisition, merger, change in name, FEIN, or marital status, and Death Certificates. This group may not contain C-1’s or other Tax forms.
Status Change Forms that indicate simple address change, phone number change or simple close.
Status Change Forms that indicate name change, FEIN change, death of employer, or acquisition by another employer.
Domestic Employer’s Election Form (C-20) with or without a C-1.
All other documents and forms.
ASSEMBLE BATCHES
C-1’s only with no attachments or supporting documents
- Count out up to twelve C-1’s and attach a blank C-1 Job Batch Header sheet to the front of the batch.
Single or multiple related C-1’s with attachments or supporting documents
- Assemble each C-1 along with supporting documents noting position of front/back, additional owners/officers and additional business locations. The group may contain more than one C-1 as well as multiple account numbers as long as the documents are related. Place a blue Assignment Group separator sheet in front of each group of related documents. Count out up to eight groups and attach a blank C-1 Job Batch Header sheet to the front of the batch. If there is more than one C-1 in the group then use less groups in the batch.
Documents without a C-1 or other Tax form that indicate an acquisition, merger, change in name, FEIN, or marital status, and Death Certificates. This group may not contain C-1’s or other Tax forms.
- Locate any groups of related documents and place a blue Assignment Group separator sheet in front of each group. Always place groups at the bottom of the batch. Place any single documents on top of assignment groups. Count out up to thirty five documents and attach a KEY AS 452 C-1 Job Batch Header sheet to the front of the batch.
Status Change Forms that indicate simple address change, phone number change or simple close.
- Count out up to fifty documents and attach a KEY AS 197 C-1 Job Batch Header sheet to the front of the batch. Place in red plastic out card to hold the documents in place.
Status Change Forms that indicate name change, FEIN change, death of employer, or acquisition by another employer
- Count out up to fifty documents and attach a KEY AS 497 C-1 Job Batch Header sheet to the front of the batch. Place in red plastic out card to hold the documents in place.
Election by a Domestic Employer to File Annually (C-20) with or without a C-1
- Locate any groups of documents and place a blue Assignment Group separator sheet in front of each group. Always place groups at the bottom of the batch. Place any single documents on top of assignment groups. Attach a blank C-1 Job Batch Header sheet to the front of the batch.
All other documents and forms
- Locate any groups of documents and place a blue Assignment Group separator sheet in front of each group. Always place groups at the bottom of the batch. Place any single documents on top of assignment groups. Count out up to 30 documents and attach a blank C-1 Job Batch Header sheet to the front of the batch.
Remember that all assignment groups must be at the bottom of the batch. Any document that follows the Assignment Group separator sheet will be included in that group so it is important to place only related items in the group. Do not break up assignment groups to make a certain number of documents in a batch. It is better to have too many documents in the batch than to break up a group. It is always best to have assignment groups in a batch that contains only assignment groups to prevent errors.
Never use copies of C-1 Batch Header Sheets or Separator sheets. These have a bar code on the top for identification in the keying process. Only high quality originals are acceptable.
Stamp or write ASSIGNMENT at the bottom of the C-1 Batch Header Sheet. Gather all assignment batches and attach a tag that says PRIORITY to the top batch. Place batches in the cart to go to Scanner Operations. Batches are delivered to a designated area in Scanner Operations daily by Status Operations Unit (SOU).
