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(1)

IRS

 

practices

 

&

 

procedures:

(2)

Today’s

 

Presenters

Panelist Bob Adams

Partner

IRS Practice and Procedure Washington National Tax

[email protected]

Panelist Patti Burquest

Partner

Tax Controversy Services Washington National Tax

[email protected]

Co‐Moderator

Dean Fischbeck

Senior Vice President Bank of America

Federal Tax Audit and Controversy Executive

[email protected]

Co‐Moderator

Susanne Muller

Director, Senior Tax Counsel Citigroup

(3)

Agenda

Preparing

 

for

 

and

 

managing

 

an

 

IRS

 

examination

‐New IRS process for IDRs

‐Enforcement of delinquent IDR responses.

‐Non‐performing loan issues and developments

‐OREO property issues and developments

Successfully

 

resolving

 

IRS

 

examination

 

issues

‐Fast Track

‐IRS Appeals

Other

 

ADR

 

techniques

Managing

 

common

 

IRS

 

problems

‐TIN mismatch issues and penalties for 1099s and 1098s

‐Record retention

(4)
(5)

Suburban

 

Bank

Suburban

 

Bank

 

is

 

a

 

community

 

bank

 

operating

 

within

 

a

 

large

 

metropolitan

 

area.

  

The

 

bank

 

began

 

with

 

only

 

two

 

branches

 

in

 

an

 

area

 

where

 

the

 

population

 

is

 

growing

 

rapidly.

  

It

 

has

 

expanded

 

its

 

presence

 

in

 

the

 

area

 

through

 

mergers

 

with other

 

community

 

banks

 

and

 

by

 

opening

 

up

 

new

 

branches.

  

Suburban

 

issues

 

credit

 

cards,

 

mortgages,

 

commercial

 

and

 

auto

 

loans.

  

It

 

has

 

a

 

large

 

deposit

 

base

 

of

 

checking

 

and

 

savings

 

accounts.

  

Due

 

to

 

the

 

economic

 

downturn

 

in

 

the

 

area,

 

Suburban

 

now

 

holds

 

an

 

inventory

 

of

 

foreclosed

 

properties

 

and

 

non

performing

 

loans.

  

It

 

also

 

receives

 

notices

 

of

 

garnishment

 

on

 

some

 

of

 

its

 

account

 

(6)
(7)

Problem:

  

IRS

 

opens

 

examination

Facts:

  

Suburban

 

receives

 

a

 

phone

 

call

 

from

 

a

 

local

 

IRS

 

agent

 

who

 

sets

 

up

 

an

 

appointment

 

to

 

meet

 

with

 

the

 

Tax

 

Director

 

of

 

the

 

bank.

‐Is this the start of an IRS examination?

‐Will the bank receive a written notice of examination?

‐What happens before the meeting?

(8)

New

 

IDR

 

process

Information

 

Document

 

Requests

 

(IDRs)

 

are

 

used

 

by

 

the

 

IRS

 

to

 

develop

 

information

 

for

 

the

 

examination

 

of

 

issues.

‐Old procedures – significant IDRs with a due date (which may or 

may not have been agreed to).  Often the due date for the 

response slips.  The IRS may send reminders.  In certain situations, 

it may issue a summons after repeated requests for the 

information informally.

‐New procedures – new agreement process backed by automatic 

(9)

New

 

IDR

 

process

Effective for all IDRs issued after June 30, 2013, including those related to currently 

open audits.

Actions that must be performed in issuing IDRs

‐Identify and state the issue that has led the examiner to request the 

information included in the lDR

‐Discuss the lDR with the taxpayer in advance of issuing it

‐Both parties must discuss and determine a reasonable timeframe for 

response

•This date cannot be reset

Existing MOUs related to IDRs that do not comply are terminated

All LB&I examiners and specialists should have completed training on this by now

(10)

New

 

IDR

 

enforcement

 

process

Effective for all IDRs issued on or after October 1, 2013, including those 

related to currently open audits.

Enforcement of terms of IDRs has three steps

‐Delinquency Notice

‐Pre‐Summons Letter

‐Summons

IRS management personnel involved at each stage

IDR enforcement process includes IRS Counsel support

All LB&I examiners and specialists should have completed training on this by 

now

(11)

New

 

IDR

 

enforcement

 

process

 

– Delinquency

 

Notice

Delinquency Notice – IRS Letter 5077

‐IDR expires, is incomplete or unresponsive, IDR is “delinquent” and enforcement 

process begins immediately

•Partial responses are delinquent regardless of the percent complete

‐Case Manager, Team Coordinator (meaning the lead controlling agent for any 

case), any Specialist and Specialist Manager must discuss the unresponsiveness 

with taxpayer on the day after deadline, but within 10 days

‐Delinquency notice must be given to taxpayer within 10 days of the originally 

agreed IDR deadline, no exceptions

•Signed by Team Manager for IRS

•Delinquency notice allows the taxpayer up to an additional 15 calendar days 

to respond to the IDR or the process moves on to the next step

•If IRS team or taxpayer wishes to extend this time it can only be done with 

Territory Manager approval and only in the most extreme or unusual 

circumstances

•IRS team discusses next steps with taxpayer: Pre‐Summons Letter then 

Summons

(12)

New

 

IDR

 

enforcement

 

process

 

– Pre

Summons

 

Letter

Pre

Summons

 

Letter

 

– IRS

 

Letter

 

5078

‐Consequence of not responding to the Delinquency Notice is issuance of 

a Pre‐Summons Letter

•Prepared by audit team and Counsel

•Signed and issued by Territory Manager

•Discussed with and delivered to next level of taxpayer’s 

management

‐Makes taxpayer management aware IDR has not been 

answered

‐Final notice to respond to the IDR before Summons is issued

‐Taxpayer has 10 calendar days to respond

‐No taxpayer response, audit team and counsel prepare and issue 

Summons

•Territory Manager must notify Director of Field Operations (DFO) 

(13)

New

 

IDR

 

enforcement

 

process

 

– Summons

Summons

‐If taxpayer fails to respond to the IDR after the issuance of the Pre‐

Summons Letter the audit team prepares and issues a Summons with 

counsel's involvement

‐Counsel is adviser, does not steer or commandeer an audit

IDRs are allowed to be more extensive than Summons

‐Summons must meet Powell tests so are narrower than IDRs

Counsel will work with audit team all along the way to be best 

prepared in case a Summons is needed

These IDR enforcement procedures are designed to assure that IRS 

will follow‐though with the Summons process if necessary to complete 

(14)

Managing

 

“problem”

 

IDRs

 

under

 

the

 

new

 

process

 

The

 

“fishing

 

expedition”

 

IDR

 

where

 

it

 

is

 

clear

 

that

 

the

 

IRS

 

is

 

not

 

developing

 

a

 

particular

 

issue,

 

but

 

looking

 

for

 

new

 

issues

 

that

 

it

 

can

 

develop.

The

 

overbroad

 

IDR

 

asking

 

for

 

“any

 

and

 

all”

 

documents

 

relating

 

to

 

a

 

particular

 

issue.

The

 

“unclear”

 

IDR

 

where

 

the

 

response

 

could

 

take

 

several

 

paths,

 

at

 

least

 

one

 

of

 

which

 

would

 

produce

 

an

 

examination

 

adjustment.

The

 

“late

 

in

 

the

 

game”

 

IDR

 

which

 

is

 

provided

 

close

 

to

 

the

 

“last

 

(15)

Problem:

  

non

performing

 

loans

Facts:

  

Suburban

 

has

 

non

performing

 

loans

 

on

 

(16)

Tax

 

treatment

 

of

 

nonperforming

 

loans

Issues

 

to

 

address:

‐Accrual of interest

‐Tax treatment of charged‐off receivable

(17)

Problem:

  

non

performing

 

loans

Treas.

 

Reg.

 

§ 1.166

2(d)(1)

 

(cont.)

‐Conclusively presume debt is worthless/partially worthless for tax 

purposes if able to show debt was charged off in whole or part

•Either pursuant to specific orders or established policies of 

banking regulators

(18)

Problem:

  

non

performing

 

loans

Treas. Reg. § 1.166‐2(d)(1) (cont.)

‐Issues with proof

•Banks generally receive examination report at end of regulatory 

exam

‐Includes list of ordered and agreed charge‐offs

‐Confidential document

‐IRS exam agents not permitted user

•IRS exam agents typically require separate confirmation letter 

documenting ordered charge‐offs unless regulator provides written 

permission for IRS exam agent to review pages from the report that 

(19)

Accrual

 

of

 

interest

 

for

 

tax

 

purposes

Have

 

all

 

events

 

occurred

 

to

 

fix

 

the

 

right

 

to

 

the

 

income?

Can

 

the

 

amount

 

of

 

income

 

be

 

estimated

 

with

 

reasonable

 

accuracy?

Is

 

there

 

doubt

 

as

 

to

 

collectibility?

  

(Collectibility

exception.)

General

 

rule

 

for

 

term

 

loans:

  

right

 

to

 

receive

 

becomes

 

fixed

 

as

 

it

 

is

 

earned

 

under

 

the

 

loan.

 

See

 

Rev.

 

Rul.

 

72

100;

 

(20)

IRS

 

guidance

 

on

 

non

performing

 

loans

Revenue Ruling 80‐361

‐Facts:  Taxpayer uses the accrual method of accounting and makes a loan 

to A in Year1.  Initially, interest and principal are collectible.  Late in Year 2, 

A suffers sudden and severe financial reverses, becomes insolvent, and 

defaults on the loan.  The security is sufficient to satisfy only the principal 

amount of the loan.

‐Holding:  Taxpayer must accrue interest up to the time of A’s insolvency.  

Interest related to the time after A’s insolvency does not properly accrue, 

since the interest is uncollectible and no accrual of interest for tax 

purposes.

‐To the extent that the accrued interest subsequently becomes 

uncollectible due to A’s insolvency, then Taxpayer may deduct the accrued 

(21)

IRS

 

guidance

 

on

 

non

performing

 

loans

 

(cont.)

Rev.

 

Rul.

 

2007

32

‐Facts:  Bank expects the borrower to make some, but not all, of the 

payments due under the loan.  Bank stops accruing interest on the 

loan pursuant to federal banking rules.  Bank has not written the loan 

off for regulatory purposes.

‐Holdings:  Bank must continue to accrue interest for tax purposes 

(despite federal banking rules forbidding the accrual).  Late payment 

of interest is not sufficient by itself to demonstrate that bank has no 

reasonable expectation of payment on the accrued interest.  Doubtful 

collectibility exception does not apply. Bank may claim a bad debt 

deduction for accrued amounts which subsequently become 

(22)

Doubtful

 

collectibility exception

Lender

 

does

 

not

 

need

 

to

 

accrue

 

interest

 

if

 

there

 

is

 

no

 

reasonable

 

expectation

 

of

 

payment

‐“A taxpayer, even though keeping his books on an accrual basis, 

should not be required to pay a tax on accrual income unless it is 

good and collectible, and, when it is of doubtful collectibility or it 

is reasonable certain it will not be collected, it would be an 

injustice to the taxpayer to insist upon taxation.”  Corn Exchange  Bank v. United States, 37 F.2d 34 (2nd Cir., 1930)

(23)

Collections

Reg.

 

§1.446

2(e)

 

provides

 

that

 

payments

 

on

 

a

 

loan

 

are

 

interest

 

to

 

the

 

extent

 

interest

 

is

 

“accrued”

 

on

 

the

 

loan

 

as

 

of

 

the

 

date

 

the

 

payment

 

is

 

due.

Restates

 

existing

 

law.

  

Story

 

v.

 

Livingston

,

 

38

 

U.S.

 

359

 

(1839)

‐“The correct rule as to interest is that the creditor shall calculate interest 

whenever a payment is made.   To this extent the payment first to be 

applied, as if it exceeds the interest due, the balance is to be applied to 

(24)

Collections

If

 

borrower

 

is

 

insolvent,

 

and

 

the

 

bank

 

has

 

foreclosed

 

on

 

the

 

collateral

 

(and

 

bank

 

will

 

never

 

get

 

back

 

the

 

full

 

amounts

 

his

 

principal),

 

later

 

collections

 

are

 

allocated

 

to

 

principal

 

and

 

not

 

to

 

accrued

 

but

 

unpaid

 

interest,

 

even

 

in

 

the

 

case

 

where

 

lender

 

and

 

borrower

 

agreed

 

to

 

an

 

allocation

 

of

 

the

 

payment

 

between

 

interest

 

and

 

principal.

   

Newhouse

 

v.

 

Comm’r

,

 

59

 

T.C.

 

783

 

(1973);

 

John

 

Hancock

 

(25)

Collections: Rev.

 

Rul.

 

2007

32

Rev. Rul. 2007‐32

‐Facts:  Facts remain the same, but bank receives a payment on one of the 

loans the interest of which it wrote off as uncollectible.

‐Holding:  Even though for regulatory purposes, Bank applies the payment 

to principal, under Reg. §1.446‐2(e), bank must characterize any payment 

(other than late charges) as a payment of interest for federal income tax 

purposes to the extent there is uncollected accrued interest outstanding.

‐However, if Bank receives a payment that is less than the accumulated 

accrued unpaid interest legally due under the loan contract, for regulatory 

(26)

Collections:

  

Rev.

 

Rul.

 

2007

32

 

(cont.)

Rev.

 

Rul.

 

2007

32

 

Facts

 

remain

 

the

 

same,

 

but

 

bank

 

uses

 

a

 

conformity

 

method

 

of

 

accounting

 

as

 

provided

 

in

 

Reg.

 

§1.166

2(d),

  

but

 

does

 

not

 

accrue

 

interest

 

income

 

for

 

bank

 

regulatory

 

financial

 

statements.

  

(Important

 

fact

 

– bank

 

reasonably

 

expects

 

to

 

receive

 

some

 

but

 

not

 

all

 

of

 

the

 

payments,

 

but

 

has

 

not

 

so

 

received

 

them.)

Holding:

  

Bank

 

must

 

accrue

 

interest

 

for

 

tax

 

purposes

 

but

 

can

 

charge

off

 

accrued

 

interest

 

as

 

if

 

it

 

had

 

been

 

written

 

off

 

for

 

(27)

Recap

 

IRS

 

examination

 

of

 

nonperforming

 

loans

Primary

 

question

 

(factual)

‐Is it collectible?

IRS

 

requires

 

loan

by

loan

 

review.

‐Non‐performing loans directive #1 (2010)

‐Rev. Rul. 2007‐32

‐MSSP training guide 

‐Coordinated Issue Paper

(28)

Problem:

  

Costs

 

associated

 

with

 

OREO

 

property

Facts:

  

during

 

the

 

past

 

several

 

years,

 

Suburban

 

has

 

acquired

 

approximately

 

30

 

properties

 

through

 

foreclosure.

  

Suburban

 

holds

 

the

 

property

 

for

 

future

 

sale.

  

It

 

does

 

not

 

attempt

 

to

 

rent

 

the

 

properties.

How

 

should

 

Suburban

 

treat

 

expenses

 

associated

 

with

 

the

 

(29)

Problem:

  

capitalization

 

of

 

costs

 

for

 

on

 

OREO

 

property

IRS Historic Position:

OREO property is property described in § 1221(a)(1) 

‐Property held primarily for sale to customers in the ordinary course of 

business or acquired for resale

Treatment of expenses related to foreclosure property

‐Section 263A applies to real or personal property described in § 1221(a)(1) 

acquired for resale

‐Query whether property is acquiredfor resale

‐Rev. Rul. 74‐159 holds that foreclosure property is property heldfor 

resale as described in § 1221(a)(1)

‐If § 263A applies, the direct costs and allocable share of indirect costs of such 

property are capitalized

(30)

Problem:

  

capitalization

 

of

 

costs

 

on

 

OREO

 

properties

On

 

audit,

 

many

 

IRS

 

exam

 

teams

 

have

 

been

 

requiring

 

banks

 

to

 

capitalize

 

the

 

direct

 

and

 

indirect

 

costs

 

of

 

carrying

 

foreclosure

 

property

‐For example: property taxes, general maintenance, utility 

expenses, etc.

In

 

response,

 

many

 

banks

 

have

 

either

 

acquiesced

 

to

 

the

 

issue

 

on

 

audit

 

(on

 

a

 

method

 

change

 

or

 

non

method

 

change

 

(31)

Problem:

  

Capitalization

 

of

 

costs

 

on

 

OREO

 

property

FAA

 

20123201F

  

(June

 

18,

 

2012)

‐Field Attorney Advice issued by LB&I concluded that § 263A 

requires capitalization of direct costs and an allocable share of 

indirect costs associated with a bank’s foreclosure property 

(OREO)

‐However, the FAA notes that properties held for the production of 

(32)

Problem:

  

capitalization

 

of

 

costs

 

on

 

OREO

 

property

GLAM2013

001

 

(Released

 

March

 

1,

 

2013)

‐Discusses the application of § 263A to property acquired by a 

bank through foreclosure proceedings or by a deed‐in‐lieu of 

foreclosure.  States that that the bank is not a traditional reseller 

of property

•The bank acquires the OREO “in its capacity as a lender and 

not as a traditional reseller of property”

‐The bank is economically compelled to acquire the 

(33)

Problem:

  

capitalized

 

costs

 

associated

 

with

 

OREO

 

property

GLAM2013‐001 (cont.)

‐The GLAM reasons:

•When a bank originates loans, those loans are not treated as the “acquisition of 

property for resale” for purposes of § 263A

•Acquisition of the property securing the loan should not convert the bank into a 

reseller

‐Section 263A does not require capitalization of the direct or indirect costs to carry 

foreclosure property where the bank originated the loan upon which it foreclosed

‐Facts of the GLAM are limited to situations where the bank originated the loan upon 

which it foreclosed

‐The GLAM does not contain an effective date; however, the FAQs posted on the IRS 

website instructs agents who have issued Forms 5701 (notice of proposed 

adjustments) which proposes to capitalize OREO expenses should reconsider the 

(34)

Problem:

  

capitalization

 

of

 

costs

 

associated

 

with

 

OREO

 

property

What

 

does

 

this

 

mean

 

for

 

banks?

‐Banks that currently deduct direct and indirect costs

‐Banks currently under exam with a method of capitalizing the 

costs associated with OREO

‐Banks not under exam with a method of capitalizing the costs 

(35)

Problem:

  

options

 

for

 

resolving

 

IRS

 

(36)

Resolution

 

Strategies

Pre

30

 

day

 

letter:

‐Pre‐filing Agreement (PFA)

‐Fast Track settlement

‐Delegation orders

Post

30

 

day

 

letter

‐IRS Appeals

(37)

Problem:

 

(38)

Problem:

  

Taxpayer

 

identification

 

number

 

(TIN)

 

issues

Facts:

  

Suburban’s

 

depositors

 

and

 

mortgage

 

customers

 

are

 

provided

 

with

 

a

 

Form

 

W

9

 

when

 

they

 

open

 

an

 

account.

  

In

 

February,

 

Suburban

 

issues

 

1099s

 

and

 

1098s

 

to

 

each

 

depositor

 

or

 

mortgage

 

customer

 

and

 

files

 

a

 

copy

 

with

 

the

 

IRS.

  

The

 

IRS

 

recently

 

sent

 

Suburban

 

a

 

Notice

 

972CG,

 

informing

 

it

 

that

 

more

 

than

 

1000

 

1099s

 

and

 

1098s

 

contained

 

incorrect

 

or

 

missing

 

TINs.

  

A

 

penalty

 

of

 

$100,000

 

(39)

Discussion:

  

supporting

 

reasonable

 

cause

 

to

 

obtain

 

waiver

 

of

 

proposed

 

penalty

Suburban must establish that it acted in a responsible manner before and 

after the TIN reporting failure occurred.

‐Initial solicitation letters to customers?

‐Ensuring W‐9s are complete and appear correct?

‐History of compliance without TIN failures?

‐Actions taken to ensure proper TINs?

‐Annual solicitations to avoid penalties in future years?

‐For missing TIN/name combination a second solicitation letter may be 

required

Respond within 45 days of the date of the notice.

(40)

Discussion:

  

back

up

 

withholding

Suburban receives Notice CP 2100

Send “B” notices to customers on list at the last known address in your 

records.

‐Inform account holder that IRS has notified bank of incorrect TIN.  ‐Attach a copy of filled‐in W‐9 (or substitute)

‐Request return of corrected W‐9

‐Provide return envelope

‐Inform customer that you must begin back‐up withholding if you do 

not receive completed W‐9 back from them

‐Keep copy of this letter in your files

(41)

Discussion:

  

alternative

 

ways

 

to

 

obtain

 

information

 

(1099s)

Annual solicitations by telephone

‐Call each payee with a missing or incorrect name/TIN combination

‐Prepare telephone script for the callers and retain the script in your 

records showing each call made

‐Call script should request to speak with an adult in the household or an 

officer of the business enterprise; should request customer’s TIN and 

other information that is missing from the W‐9 (or other form) or is 

incorrect; inform payee of $100 penalty if TIN is not provided

‐Complete solicitations by December 31 (first solicitation) or January 31 

for accounts opened the preceding December

Electronic solicitations

‐Email or fax

(42)

What

 

if

 

penalties

 

are

 

not

 

abated?

If

 

you

 

receive

 

a

 

CP

 

15

 

or

 

CP

 

215

 

fully

 

or

 

partially

 

denying

 

the

 

request

 

for

 

a

 

waiver

 

of

 

penalties,

 

this

 

can

 

be

 

appealed

 

(43)

Problem:

  

(44)

Problem:

  

record

 

retention

 

issues

Facts:

  

Suburban

 

has

 

been

 

growing

 

by

 

opening

 

new

 

branches

 

and

 

by

 

acquiring

 

smaller

 

community

 

banks

 

in

 

its

 

geographic

 

area.

  

Suburban’s

 

systems

 

and

 

products

 

replace

 

those

 

of

 

the

 

target

 

bank’s

 

within

 

24

 

hours

 

of

 

the

 

acquisition.

Can

 

Suburban

 

turn

 

off

 

the

 

target

 

bank’s

 

systems?

How

 

should

 

it

 

prepare

 

for

 

a

 

potential

 

audit?

More

 

warehouse

 

space?

Digitized

 

records?

(45)

General

 

IRS

 

guidance

 

on

 

record

 

retention,

 

IRC

 

section

 

6001

General

 

tax

 

guidelines

 

for

 

record

 

retention

‐Sound record retention policy, cornerstone for successful 

management of IRS exams

Maintain records the proper amount of time and in the right 

format 

•IRC section 6001, records must be available at all times for 

inspection by the IRS

•Burden of proof is on taxpayer to determine length of time to 

keep records

•Issue becomes more complex with a corporate merger, where 

conflicting record systems, obsolete technologies raise new 

(46)

General

 

IRS

 

guidance

 

on

 

record

 

retention,

 

IRC

 

section

 

6001

Section 6001, records must be maintained so long as they may be material in 

administration of tax law

‐General rule, keep any record that supports an item of income or deduction 

until the statute of limitations expires (generally three years from the date the 

return is filed)

‐But may be necessary to keep longer

•Keep records of basis in assets (e.g., buildings, land, fixtures) almost 

indefinitely, substantiate capital gain or loss on the asset’s final 

disposition

•Net operating losses and other carryback items can often extend the 

time frame that records are kept for the carryback years

•Employee wage and salary information provided to the Social Security 

Administration, other federal agencies and to state tax administrations 

(47)

General

 

IRS

 

guidance

 

on

 

record

 

retention,

 

Revenue

 

Procedures

IRS

 

has

 

issued

 

detailed

 

guidance

 

through

 

revenue

 

procedures

 

relating

 

to

 

machine

 

sensible

 

records,

 

electronic

 

storage

 

of

 

imaged

 

documents,

 

and

 

microfiche

 

records

Rev.

 

Proc.

 

98

25,

 

1998

1

 

C.B.

 

689

Rev.

 

Proc.

 

97

22,

 

1997

1

 

C.B.

 

652

Rev.

 

Proc.

 

81

46,

 

1981

2

 

C.B.

 

621

(48)

Machine

 

sensible

 

records

Rev.

 

Proc.

 

98

25,

 

1998

1

 

C.B.

 

689

Machine sensible records and EDI transactions are records for 6001 

and must be maintained in a format capable of being processed (i.e., 

accessed, retrieved and printed) during an examination.  

Flat (sequential) files may meet this requirement.

Must include transactional detail supporting a clear audit trail 

between the source document and the electronic record.  (Source 

documents also must be maintained.)

(49)

External

 

storage

 

media

 

and

 

scanned

 

images

Rev.

 

Proc.

 

97

22,

 

1997

1

 

C.B.

 

652

Guidelines for taxpayers whose hard copy original records are scanned into an 

electronic storage system, or whose electronic records are transferred to an 

external storage medium, such as laser or optical disks

‐Scanned or transferred image must reliably transfer, store, preserve and reproduce 

the original record, and must have

‐“a high degree of legibility when reproduced”

‐Legibility and readability is required for both paper reproductions and for records 

displayed on a video display terminal

The electronic storage system must have an indexing system that allows

‐Retrieval of the records and

‐Ability to reproduce the record in hard copy form upon the request of the IRS

A procedural manual which explains the use of the electronic storage system 

must be made available to the IRS during an audit, as well as resources needed 

(50)

Microfilm

 

records

Rev.

 

Proc.

 

81

46,

 

1981

2

 

C.B.

 

621

Microfilm records, which include microfiche, magnetic tape and other 

micrographic systems, not commonly used for today’s storage needs, 

but many older generation records still reside on the medium

In compliance with Section 6001 if they are exact duplicates of the 

original ledgers or books (e.g., journal, cash books, voucher registers), 

and are readable and legible

Taxpayer to develop a set of operating procedures for the microfilm 

records, including indices that can be used by the IRS to immediately 

retrieve documents

A workable microfilm reader and printer must be available for the use 

(51)

Put

 

recordkeeping

 

in

 

perspective

Records

 

retention

 

is

 

essential

 

for

 

compliance

 

with

 

the

 

tax

 

law

Records

 

management

 

can

 

be

 

expensive

 

(in

 

terms

 

of

 

warehouse

 

space,

 

systems

 

maintenance

 

and

 

operational

 

personnel)

Taxpayers

 

should

 

not

 

feel

 

compelled

 

to

 

retain

 

records

 

longer

 

than

 

is

 

reasonable

 

and

 

necessary

 

to

 

comply

 

with

 

the

 

law

A

 

prudent

 

corporate

 

policy

 

is

 

to

 

regularly

 

review

 

recordkeeping

 

budgets

 

and

 

practices

 

against

 

IRS

 

guidelines

A

 

corporate

 

records

 

destruction

 

policy

 

should

 

be

 

created

 

and

 

maintained,

 

according

 

to

 

schedules

 

in

 

the

 

policy

Overall,

 

records

 

management

 

may

 

have

 

complex

 

tax,

 

(52)

Other

 

considerations

Tax

 

return

 

“bridge”

 

workpapers

‐DFO memo, February 23, 2012

‐Requires CAS obtain electronic version of bridge workpapers

Taxpayer

 

records

 

for

 

which

 

IRS

 

auditors

 

cannot

 

generally

 

compel

 

production

‐Privileged documents

•IRS Announcement 2010‐76: http://www.irs.gov/pub/irs‐drop/a‐10‐

76.pdf

•http://www.aicpa.org/Publications/TaxAdviser/2013/April/Pages/clinic‐

story‐08.aspx

‐IRM 4.10.20.3

•Auditors workpapers

•Tax accrual workpapers

(53)

Problem:

(54)

Problem:

  

managing

 

liens

 

and

 

levies

 

on

 

customer

 

accounts

Facts:

  

Suburban

 

has

 

recently

 

received

 

IRS

 

notices

 

of

 

federal

 

tax

 

lien

 

on

 

several

 

customer’s

 

accounts.

  

Can

 

the

 

IRS

 

levy

 

on

 

the

 

customer’s

 

account?

  

How

 

should

 

Suburban

 

(55)

Lien

 

vs.

 

levy

Lien:

  

a

 

claim

 

by

 

the

 

IRS

 

used

 

as

 

security

 

for

 

a

 

tax

 

debt

 

of

 

the

 

account

 

holder.

(56)

Steps

 

in

 

the

 

levy

 

process

Bank

 

customer

 

with

 

unpaid

 

tax

 

debt

 

will

 

receive:

Notice and Demand for Payment is first mailed to a taxpayer who 

has neglected or refused to pay tax, generally on the date the IRS 

assesses the tax

Notice of Federal Tax Lien is filed in public record where the 

customer has property.  The notice can be provided to the bank.

Final Notice of Intent to Levy and Notice of Your Right to a Hearing (this is a levy notice) is sent to the taxpayer at least 30 days before 

the levy.  This notice can be sent to the customer via certified or 

registered mail or delivered to the customer in person.  

CDP Hearing:  the customer can request a hearing where it can present 

evidence that the lien was filed in error or that the presence of a lien and 

potential levy could cause economic hardship.  (IRS Appeals officer 

handles the CDP hearing where the issue is settled or the Lien upheld.)

(57)

Bank

 

levies

Which

 

accounts

 

can

 

be

 

levied?

‐The levy attaches to funds in a bank account for which the customer/debtor has an 

unrestricted right to withdrawn funds (signature authority) even if multiple persons have 

signature authority for that bank account.  Reg. 301.6332‐1(c)(4).

Bank

 

must

 

wait

 

21

 

days

 

after

 

levy

 

is

 

served

 

before

 

sending

 

payment.

  

But,

 

on

 

next

 

business

 

day,

 

it

  

must

 

make

 

the

 

payment

 

using

 

the

 

customer’s

 

funds.

‐During the 21 day period the levy may be released or reduced

‐If no release during 21 days, bank must make payment without additional notice.

‐Levy can only reach the amount on deposit when the levy is served

‐Additional levies required to reach subsequent deposits

‐Customer/debtor may request that the bank extend the 21 day hold period to 

determine ownership of the account.

‐IRS may provide notice to the other account signatories/owners so that they can 

(58)

Bank

 

levy

 

examples

Facts:

  

bank

 

levy

 

for

 

$10,000

A.

  

Customer/debtor

 

has

 

$5,000

 

in

 

the

 

bank

•Bank sends $5,000 plus interest earned during the holding period.

B.

  

Customer/debtor

 

has

 

$25,000

 

in

 

the

 

bank

•Bank sends $10,000 only.  No interest.

C.

  

Customer/debtor

 

has

 

$9,999

 

in

 

the

 

bank

•Bank sends $10,000 if at least $1 of interest is earned on the 

account during the holding period

During

 

the

 

21

 

day

 

holding

 

period,

 

the

 

bank

 

is

 

to

 

treat

 

the

 

IRS

 

as

 

the

 

depositor

 

up

 

to

 

the

 

amount

 

of

 

the

 

levy.

  

Thus,

 

cannot

 

defeat

 

the

 

payment

 

of

 

interest

 

to

 

IRS.

 

If

 

bank

 

charges

 

a

 

levy

 

fee,

 

cannot

 

reduce

 

the

 

levy

 

(59)

More

 

bank

 

levy

 

procedures

Exemptions

 

from

 

levy

‐Even though customer/debtor’s income may have some 

exemptions from levy, any amount deposited into the customer’s 

account is treated as not exempt

‐IRS can release (full or partial) amounts from levy to prevent 

hardship to the customer/depositor

‐Mortgage escrow accounts

•Interest and taxes escrows cannot be levied unless there is an 

excess surplus, which can be levied

•If the property is sold, the levy can also reach excess escrow 

(60)
(61)

Today’s

 

Presenters

Panelist Bob Adams

Partner

IRS Practice and Procedure Washington National Tax

[email protected]

Panelist Patti Burquest

Partner

Tax Controversy Services Washington National Tax

[email protected]

Co‐Moderator

Dean Fischbeck

Senior Vice President Bank of America

Federal Tax Audit and Controversy Executive

[email protected]

Co‐Moderator

Susanne Muller

Director, Senior Tax Counsel Citigroup

(62)
(63)

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