Internal Revenue Service: Status of Recommendations From	 
Financial Audits and Related Financial Management Reports	 
(29-MAY-03, GAO-03-665).					 
                                                                 
In its role as the nation's tax collector, the Internal Revenue  
Service (IRS) has a demanding responsibility in collecting taxes,
processing tax returns, and enforcing the nation's tax laws.	 
Since GAO's first audit of IRS's financial statements in fiscal  
year 1992, a number of weaknesses in IRS's financial management  
operations have been identified. In related reports, GAO has	 
recommended corrective action to address those weaknesses. Each  
year as part of the annual audit of IRS's financial statements,  
GAO not only makes recommendations to address any new weaknesses 
identified but also follows up on the open weaknesses GAO	 
identified in previous years' audits. The purpose of this report 
is to assist IRS management in tracking the status of audit	 
recommendations and actions needed to address them.		 
-------------------------Indexing Terms------------------------- 
REPORTNUM:   GAO-03-665 					        
    ACCNO:   A07024						        
  TITLE:     Internal Revenue Service: Status of Recommendations From 
Financial Audits and Related Financial Management Reports	 
     DATE:   05/29/2003 
  SUBJECT:   Financial management				 
	     Financial statement audits 			 
	     Internal controls					 
	     Performance measures				 
	     Tax returns					 

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GAO-03-665

                                       A

Report to the Commissioner of Internal Revenue

May 2003 INTERNAL REVENUE SERVICE Status of Recommendations From Financial
Audits and Related Financial Management Reports

GAO- 03- 665

Letter 1 Status of Recommendations 2 Agency Comments 4 Objective, Scope,
and Methodology 5

Appendixes

Appendix I: Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports 7

Appendix II: Details on Audit Methodology 43

Appendix III: Comments from the Internal Revenue Service 45

Appendix IV: GAO Contact and Staff Acknowledgments 46

Abbreviations

ADP automated data processing ATFRP Automated Trust Fund Recovery Penalty
CADE Customer Account Data Engine CAP Custodial Accounting Project CARE
Communication, Assistance, Research and Education CFO Chief Financial
Officer COIC Centralized Offer in Compromise EDW Enterprise Data Warehouse
FAOP Field Assistance Operating Procedures FBI Federal Bureau of
Investigation FFMIA Federal Financial Management Improvement Act of 1996
FMFIA Federal Managers' Financial Integrity Act of 1982 FMS Financial
Management Service IEI Invitations for Expressions of Interest IFS
Integrated Financial System IRM Internal Revenue Manual IRS Internal
Revenue Service IT information technology IRACS Interim Revenue Accounting
Control System ITAMS Information Technology Asset Management System LPG
Lockbox Processing Guidelines MOU Memorandum of Understanding NFC National
Finance Center NTEU National Treasury Employees Union OHRES Office of
Human Resources Enterprise Solutions OIC Offer in Compromise P& E property
and equipment SETS Security Entry and Tracking System SPIF Single Point
Inventory Function TAC Taxpayer Assistance Center TFRP Trust Fund Recovery
Penalty W& I Wage and Investment

This is a work of the U. S. Government and is not subject to copyright
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May 29, 2003 Let er t The Honorable Mark W. Everson Commissioner of
Internal Revenue

Dear Mr. Everson: This report provides the status of the Internal Revenue
Service*s (IRS) efforts to implement recommendations we have made based on
our audits of IRS*s financial statements and other efforts related to
financial management. In updating the status of these recommendations, we
have included the results of our audits of IRS*s financial statements for
fiscal years 2002 and 2001. 1 This report is being provided to you to (1)
assist IRS management in tracking the unresolved issues identified in our
prior financial audits 2 and (2) report on the current status of open
audit recommendations detailed in our previous financial audit and
financial management- related reports. In cases where IRS has taken action
on open recommendations that did not result in our closing them, we
explain why this occurred.

Since our first audit of IRS*s financial statements in fiscal year 1992,
our audits have identified a number of weaknesses in IRS*s financial
management operations. In related reports on IRS*s internal controls and
in management letters, we have recommended corrective actions to address
those weaknesses. Appendix I lists (1) recommendations we have made based
on our financial audits and other financial management- related work that
we have not previously reported as closed, (2) IRS*s reported status of
each of these recommendations and its corrective actions taken or planned
as of April 2003, and (3) our analysis of whether the issue that gave rise
to the recommendation has been effectively and fully addressed based on
the work performed during our fiscal year 2002 financial audit.
Effectively implementing recommendations is critical for IRS to resolve
its financial management challenges. 1 U. S. General Accounting Office,
Financial Audit: IRS*s Fiscal Years 2002 and 2001 Financial Statements,
GAO- 03- 243 (Washington, D. C.: Nov. 15, 2002).

2 U. S. General Accounting Office, Internal Revenue Service: Status of
Recommendations from Financial Audits and Related Financial Management
Reports, GAO- 02- 848 (Washington, D. C.: July 30, 2002).

Status of In July 2002, we issued a report that provided (1) the status of
IRS*s efforts

to implement prior recommendations as of our fiscal year 2001 financial
Recommendations

audit 3 and (2) new recommendations based on the results of our fiscal
year 2001 financial audit. 4 In the July 2002 report, we included 89 audit
recommendations that we had not previously reported as being closed, some
dating back as far as 1993. Of the 89 recommendations, 27 were closed at
the time that report was issued, leaving 62 that were used as a starting
point for appendix I of this report. For this year, we added 27 new
recommendations included in our January 2003 report on IRS*s and
Treasury*s Financial Management Service*s (FMS) management and oversight
of lockbox banks 5 and 9 new recommendations included in our fiscal year
2002 management report, 6 for a total of 98 recommendations. Based on the
results of our recently completed fiscal year 2002 financial audit, we are
closing 20 recommendations made in prior audits due to verified actions
IRS has taken to address the issues that gave rise to them. Therefore, as
of the date of this report, 78 financial management recommendations remain
open, 73 of which are short term and 5 of which are long term. 7

As indicated in appendix I, of the 78 recommendations we consider to be
open, IRS considers 34 (44 percent) to be closed. We consider 26 of these
recommendations (including 15 related to our recent report on lockbox
banks) to be open because IRS has taken recent corrective action to
resolve these recommendations, but we have not yet verified implementation
of the corrective action, which is a prerequisite to closing the
recommendation. The actions cited by IRS are recent and were taken

3 U. S. General Accounting Office, Financial Audit: IRS*s Fiscal Year 2001
and 2000 Financial Statements, GAO- 02- 414 (Washington, D. C.: Feb. 27,
2002). 4 GAO- 02- 848.

5 U. S. General Accounting Office, IRS Lockbox Banks: More Effective
Oversight, Stronger Controls, and Further Study of Costs and Benefits Are
Needed, GAO- 03- 299 (Washington, D. C.: Jan. 15, 2003).

6 U. S. General Accounting Office, Management Report: Improvements Needed
in IRS*s Internal Controls, GAO- 03- 562R (Washington, D. C.: May 20,
2003). 7 Short- term recommendations are defined as those that could be
addressed within 2 years. Long- term recommendations are defined as those
recommendations expected to require 2 years or more to implement. These
designations were assigned at the time the recommendation was first
issued.

after our fiscal year 2002 financial statement audit work was completed.
For 8 of the 34 recommendations that IRS considers closed, we found that
action taken by IRS has not been fully effective in addressing the
condition that gave rise to the recommendation. IRS disagrees with the
remaining 1 recommendation.

Regarding the 34 recommendations IRS considers closed, many involved
issuance of formal written policies or directives. Because these policies
or directives were only recently issued and their effectiveness is not yet

known, or because we continue to find instances where the policy is not
being adhered to, we continued to keep these recommendations open.
Regarding the 8 for which we have assessed IRS action and determined it
was not sufficient, we believe these could be resolved with additional
management follow- up to ensure that corrective actions as envisioned in

policy and procedural changes are fully and effectively implemented. In
the interim, the underlying weaknesses will likely continue to exist,
impairing the quality and timeliness of IRS*s financial information and
increasing its exposure to losses.

Many of the 78 recommendations in appendix I that we consider to be open
were issued within the past year; others, however, have been outstanding
for an extended period of time. For example, 36 (46 percent) of the
recommendations were made during the past 6 months, while 23 (29 percent)
were made over 2 years ago, including 10 from more than 3 years ago and 1
that has remained open for over 9 years. Twenty of the 23 recommendations
made over 2 years ago were considered to be short term

at the time they were made. The continued existence of the issues that
gave rise to these recommendations exposes IRS to loss due to errors or
theft, and impairs the reliability and availability of the current,
accurate financial information management needs to make decisions.

The majority of the 78 recommendations we consider to be open address one
of two broad issues:

 Eleven (14 percent) relate to a material weakness in IRS*s property and
equipment (P& E) management. In its Federal Managers* Financial Integrity
Act (FMFIA) annual assurance statement, IRS has reported a material
weakness in P& E management every year since 1983. IRS continues to make
significant progress in addressing issues related to P& E, but a number of
these issues can only be fully resolved through

implementation of an integrated property management system. IRS expects to
fully implement such a system by March 2005.

 Forty- five (58 percent) relate to weaknesses in controls intended to
safeguard taxpayer receipts and data. We consider all of these
recommendations to be short term in nature. For example, lockbox banks
with contracts to process taxpayer receipts continued to hire staff and
allow them access to taxpayer receipts and data before the results of
their fingerprint checks were received and approved, and IRS was unable to
ensure that the taxpayer receipts and data it receives are properly
accounted for and safeguarded. These continued weaknesses expose IRS to
unnecessary risk of loss and increase taxpayer exposure to losses from
financial crimes committed by individuals who inappropriately gain access
to confidential personal information.

IRS continues to exhibit a strong commitment to addressing its ongoing
financial management problems and has made improvements in recent years
that have resulted in the closing of many recommendations. At the same
time, the continued existence of the serious financial management
weaknesses that gave rise to the remaining open recommendations represents
a serious obstacle that IRS needs to overcome in order to achieve
effective financial management and have available accurate, timely
financial reporting and other information that is useful for day- to- day

decision making. This was the overriding intent of FMFIA, the Chief
Financial Officers Act of 1990, the Federal Financial Management
Improvement Act of 1996 (FFMIA), and other federal financial

management reform legislation. Agency Comments In commenting on a draft of
this report, IRS said it believed that we would

be able to confirm its completion of an additional 34 recommendations
based on our fiscal year 2003 financial audit. IRS stated that it is
actively working to implement corrective actions to address all remaining
open recommendations. We will review the effectiveness of these corrective
actions and the status of IRS*s progress in addressing all open
recommendations as part of our fiscal year 2003 financial audit.

Objective, Scope, and The objective of this report is to assist IRS
management in tracking the

Methodology status of financial audit and related financial management
recommendations and the actions needed to address them. To accomplish

this objective, we evaluated the effectiveness of IRS*s corrective actions
implemented in response to open recommendations during fiscal year 2002 as
part of our fiscal years 2002 and 2001 financial audits. 8 Further details
on the scope and methodology of our IRS financial audit work are included
in appendix II. We also included recommendations from our recently issued
report on IRS and FMS management and oversight of lockbox banks and from
our recently issued management report covering new recommendations from
our fiscal year 2002 financial audit. 9 We obtained from IRS its
assessment of the status of each recommendation and corrective action
taken or planned as of April 2003. We compared IRS*s

actions to our fiscal year 2002 audit findings and noted any differences
between IRS*s and our conclusions regarding the status of each
recommendation. We conducted our audit in accordance with U. S. generally
accepted government auditing standards. We requested comments on a draft
of this report from the Commissioner of Internal Revenue or his designee.
We received written comments from IRS, which are reprinted in appendix
III.

We are sending copies of this report to the Chairmen and Ranking Minority
Members of the Senate Committee on Appropriations; Senate Committee on
Finance; Senate Committee on Governmental Affairs; Senate Committee on the
Budget; Subcommittee on Transportation, Treasury, and General Government,
Senate Committee on Appropriations; Subcommittee on Taxation and IRS
Oversight, Senate Committee on Finance; Subcommittee on Oversight of
Government Management, the Federal Workforce, and the District of
Columbia, Senate Committee on Governmental Affairs; House Committee on
Appropriations; House Committee on Ways and Means; House Committee on
Government Reform; House Committee on the Budget; Subcommittee on
Transportation, Treasury, and Independent Agencies, House Committee on
Appropriations; Subcommittee on Government Efficiency and Financial
Management, House Committee on

Government Reform; and Subcommittee on Oversight, House Committee on Ways
and Means. In addition, we are sending copies of this report to the

8 GAO- 03- 243. 9 GAO- 03- 299 and GAO- 03- 562R.

Chairman and Vice Chairman of the Joint Committee on Taxation, the
Secretary of the Treasury, the Director of the Office of Management and
Budget, the Chairman of the IRS Oversight Board, and other interested

parties. Copies will be made available to others upon request. In
addition, the report will be made available at no charge on GAO*s Web site
at http:// www. gao. gov.

If you have any questions concerning this report, please contact me at
(202) 512- 3406. The GAO contact and staff acknowledgments are listed in
appendix IV.

Sincerely yours, Steven J. Sebastian Director Financial Management and
Assurance

Appendi xes Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management

Appendi I x Reports Status of recommendations Count No. Recommendation
Source report Per IRS Per GAO

1 93- 2 Determine what

Financial

Closed. IRS's new Integrated Closed. IRS plans to implement information
related to

Management: IRS

Financial System (IFS) will include an integrated property and automated
data processing Lacks

information related to equipment equipment (P& E) inventory (ADP)
resources, such as

Accountability over

resources and incorporate a means system in March 2005, which is equipment
condition and

Its ADP Resources of accounting for such data. expected to include
information remaining useful life, would

(GAO/ AIMD- 93- 24, Scheduled completion date is

related to ADP resources and be most useful to IRS

Aug. 5, 1993) March 1, 2005.

incorporate a means of managers for financial

accounting for such data. As a management purposes

result, we are closing this and develop a means for

recommendation and monitoring accounting for these data.

IRS's efforts in implementing IFS (long- term)

under a related recommendation (99- 36).

2 94- 2 Monitor implementation of

Financial

Open. As of January 1, 2003, the Open. We will review the actions to
reduce the errors

Management:

rollout of the new software was effectiveness of IRS's use of in
calculating and reporting Important IRS

completed. It is available to anyone software to reduce the manual
interest on Revenue

in the field. Training was provided. miscalculation of manual interest.
taxpayer accounts, and test

Information Is

IRS reported that during the rollout the effectiveness of these

Unavailable or

they implemented a national help actions. (short- term)

Unreliable desk to support the end user. (GAO/ AIMD- 94- 22,

Additionally, IRS plans for post Dec. 21, 1993)

rollout review to ensure the field is using the tool and using it
properly. These reviews will also include an analysis of the accuracy of
the interest calculations. Further, IRS

will implement the final phase of the program, which allows the software
to interface with the Integrated Data Retrieval System (IDRS)/ Master File
and in turn will greatly reduce human errors associated with the manual
input of data.

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

3 99- 1 Manually review and

Internal Revenue

Open. Automated Trust Fund Open. Until new systems are in eliminate
duplicate or other

Service:

Recovery Penalty (ATFRP) place and fully functional, IRS*s assessments
that have Immediate and

programming continues and first ability to track and link multiple already
been paid off to

Long- Term Actions

phase to automate calculation of Trust Fund Recovery Penalty assure that
all accounts Needed to Improve the penalties and assessment

(TFRP) assessments will depend related to a single

Financial

process to ensure accuracy and on service center personnel assessment are

Management assessment timeliness is to be manually inputting the
crossreference appropriately credited for

(GAO/ AIMD- 99- 16, rolled out to all centers July 1, information needed
to payments received. (shortterm) Oct. 30, 1998)

2003. The second phase to link these assessments. automate the manual
steps of the service center process to timely cross- reference payments
should

be completed by October 31, 2003. IRS is formulating plans to correct
current records for which payments have not been posted properly.

4 99- 3 Ensure that IRS's

Internal Revenue

Open. To ensure TFRP Open. Until new systems are in modernization
blueprint

Service:

assessments are tracked and place and fully functional, IRS*s includes
developing a

Immediate and

payments are properly credited, ability to track and link multiple
subsidiary ledger to

Long- Term Actions

IRS is developing the ATFRP TFRP assessments will depend accurately and
promptly Needed to Improve program. The first phase to on service center
personnel identify, classify, track, and

Financial

automate the calculation of the manually inputting the crossreference
report all IRS unpaid

Management penalties and assessment process information needed to
assessments by amount

(GAO/ AIMD- 99- 16, to ensure accuracy and timeliness

link these assessments. This and taxpayer. This Oct. 30, 1998)

of assessments is to be rolled out process is labor- intensive and
subsidiary ledger must also to centers July 1, 2003. Phase 2, to not
always effective. In fiscal year have the capability to automate manual
steps of service 2002, we found that in 21 out of distinguish unpaid

center process to timely crossreference 23 unpaid payroll cases in which
assessments by category

payments is to be payments were not properly in order to identify those
completed by October 31, 2003.

recorded to all related accounts, assessments that This will allow the
Chief Financial cross- references were present. represent taxes receivable

Officer (CFO) to establish the links Even after the subsidiary ledger
versus compliance

to more accurately report the one is implemented, it may require
assessments and writeoffs. balance due from these significant manual
effort to

In cases involving assessments. In addition, IRS's

correct taxpayer records and trust fund recovery Custodial Accounting
Project (CAP)

ensure that it functions as penalties, the subsidiary includes development
of a Taxpayer

needed. ledger should ensure that Account Sub Ledger which is (1) the
trust fund recovery expected to provide the ability to penalty assessment
is identify duplicate trust fund appropriately tracked for all

recovery assessments, taxes taxpayers liable but receivable, compliance
counted only once for

assessments, and write- offs for reporting purposes and (2)

financial reporting purposes. all payments made are Scheduled for
completion properly credited to the

November 3, 2003. accounts of all individuals assessed for the liability.
(short- term)

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

5 99- 12 Until the problems with

Internal Revenue

Closed. In April 2000, IRS issued a Closed. While IRS and Office of delays
in fingerprint checks

Service: Physical

policy memo requiring that Personnel Management hiring are resolved,
develop and

Security over

fingerprint checks be received and data showed that IRS continued
implement a policy

Taxpayer Receipts

results evaluated before an to hire employees who had prohibiting new
employees

and Data Needs

employee in any IRS office can access to taxpayer receipts and from being
assigned to

Improvement begin working, and it issued a data in fiscal year 2002 before
it process receipts until the (GAO/ AIMD- 99- 15,

further clarifying memo in August received the results of their results of
fingerprint

Nov. 30, 1998) 2000. Completed August 2000. IRS

fingerprint checks, we noted checks are received and states that
compliance with this

significant improvement over reviewed by management.

policy is monitored on a monthly fiscal year 2001 in implementing (short-
term) basis in a report provided to the

the April 2000 policy. We will Personnel Security Officer.

continue to evaluate the effectiveness of IRS*s efforts in our fiscal year
2003 financial audit.

6 99- 16 Provide secure containers

Internal Revenue

Closed. Each service center Closed. During our fiscal year for service
center

Service: Physical

campus currently has locked 2002 audit we verified that the employees to
store

Security over

containers to store the discovered two service centers we visited
*discovered remittances*

Taxpayer Receipts

remittances. In addition, IRS were using locked containers to prior to
inventory and

and Data Needs

reported that it issued instructions store discovered remittances.
submission to the Receipt

Improvement to the service centers on February These remittances were and
Control Branch.

(GAO/ AIMD- 99- 15, 17, 1999, to emphasize the

immediately recorded on a Immediately upon

Nov. 30, 1998) handling and recording of these control log and the log was

discovery, the receipts remittances to ensure reconciled. should be
recorded into a

reconciliation. Completed February control log, the receipts

17, 1999. This question is on the secured in a locked

Submission Processing Checklist. container, and the At least three areas
of the service discovered receipts

centers are reviewed monthly reconciled to the control

against the checklist to ensure log prior to submission for

compliance. processing. (short- term)

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

7 99- 17 Ensure that all returned Internal Revenue

Closed. IRS updated Internal Open. IRS has taken action to refund checks
are stamped Service: Physical

Revenue Manual (IRM) revise its IRM. However, IRS*s *nonnegotiable* as
soon as

Security over

3. 10. 72.6( 1) to reflect the policy of action of establishing a policy
they are extracted. (shortterm)

Taxpayer Receipts

stamping all returned refund checks does not provide assurance that

and Data Needs

"unless for credit to the U. S. this policy is consistently Improvement
Treasury, this instrument is nonnegotiable" adhered to. Although this
policy (GAO/ AIMD- 99- 15,

as soon as they are was implemented on October 15, Nov. 30, 1998)

extracted. In May 2000, IRS added 2001, during our fiscal year 2002
instructions to the IRM that required

site visits, we found that not all extraction personnel to place

sites were locking or immediately returned refund checks in a

stamping the returned refund designated bucket/ bin for manager

checks. Consequently, several review to ensure compliance. employees
handled the checks Completed May 2000. This

before they were restrictively question is on the Submission

endorsed, thus increasing their Processing Checklist. The service

risk of theft. We will continue to centers are reviewed monthly

evaluate IRS*s efforts in our fiscal against the checklist to ensure

year 2003 audit. IRS*s response compliance.

only addresses IRS service center campuses. See status of recommendation
03- 17 for lockbox response.

8 99- 19 Ensure that walk- in

Internal Revenue

Closed. IRS issued guidance to the Open. IRS has taken action to payment
receipts are

Service: Physical

field in August 1999 and updated issue guidance. However, IRS*s recorded
in a control log

Security over

the IRM in January 2000 to include action of establishing a policy prior
to depositing the Taxpayer Receipts

instructions for a control log and does not provide assurance that
receipts in the locked and Data Needs

reconciliation of receipts. this policy is consistently container and
ensure that

Improvement Completed January 2000. adhered to. During our fiscal year the
control log information (GAO/ AIMD- 99- 15,

2002 audit, at one of two field is reconciled to receipts

Nov. 30, 1998) offices visited, the individual

prior to submission of the reconciling the control log also receipts to
another unit for posted receipts to the log. We will payment processing.
To continue to evaluate IRS*s efforts

ensure proper segregation in our fiscal year 2003 financial of duties, an
employee not

audit. responsible for logging receipts in the control log should perform
the reconciliation. (short- term)

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

9 99- 20 Analyze and determine the Internal Revenue

Open. The ATFRP programming is Open. We will continue to factors causing
delays in

Service: Custodial

continuing, and the first phase to monitor the timeliness and processing
and posting

Financial

automate the calculation of the completeness of IRS*s TFRP assessments.
Once Management

penalties and assessment process processing of these transactions. these
factors have been

Weaknesses to ensure accuracy and timeliness determined, IRS should

(GAO/ AIMD- 99193, of the assessments should be develop procedures to Aug.
4, 1999) rolled out to all centers July 1, reduce the impact of these
2003. The second phase to factors and to ensure automate the manual steps
of the timely posting to all

service center process to timely applicable accounts and cross- reference
payments should proper offsetting of refunds

be completed by October 31, 2003. against unpaid assessments before
issuance. (short- term)

10 99- 22 Expand IRS*s current

Internal Revenue

Closed. Guidelines were included Open. IRS reported that it review of
service center

Service: Custodial

in the fiscal year 2003 Operating included guidelines in its fiscal
deterrent controls to

Financial

Procedures for Taxpayer year 2003 Operating Procedures include similar
analyses of

Management

Assistance Centers (TAC) for for TACs. During our fiscal year controls at
IRS field offices

Weaknesses safeguarding receipts in locked 2002 audit, we noted that IRS
in areas such as courier

(GAO/ AIMD- 99193, containers and over- stamping

has primarily focused its review security, safeguarding of Aug. 4, 1999)

checks made payable to IRS. of field offices on the TACs. We receipts in
locked Operating procedures state, in part, are concerned about the
limited containers, requirements

that all remittances and related scope of this review since past for
fingerprinting

returns must be recorded on Form audits, as well as our fiscal year
employees, and 795, Daily Report of Collection

2002 audit, have found control requirements for promptly

Activity, and placed in a locked weaknesses over the overstamping checks
made container until transmitted to the

safeguarding of and accounting out to *IRS* with *Internal appropriate
Submission Processing for taxpayer receipts and data not Revenue Service*
or

Center. Payments in the form of only in TAC units but other field *United
States Treasury.* personal checks, cashier checks,

office units, such as Small Based on the results, IRS

and money orders should be made Business/ Self Employed. should make
appropriate payable to *United States Treasury.*

Because IRS*s action only changes to strengthen its

Checks made out to IRS or U. S. addresses TACs and it occurred physical
security controls. Treasury must be over- stamped

after the completion of our fiscal (short- term) with the words *United
States

year 2002 audit, we will assess Treasury* immediately upon

the adequacy of IRS*s actions receipt. IRS is also including these

during our fiscal year 2003 issues in its operational reviews of

financial audit. the TACs. Managers in the TACs are also required to
complete an annual review that includes these issues.

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

11 99- 25 Ensure that additional staff

Internal Revenue

Closed. IRS hired three additional Open. In fiscal year 2002, IRS are
employed or existing Service: Custodial

contractor staff to work on financial continued to utilize compensating
staff appropriately crosstrained

Financial

reporting and they have been procedures to enable it to to be able to

Management

appropriately cross- trained. This generate reliable information for
perform the master file Weaknesses additional contractor support

financial reporting purposes. It is extractions and other ad (GAO/ AIMD-
99193, provides the support and backup unclear if staff resources hoc
procedures needed for

Aug. 4, 1999) necessary for preparation of the available to perform
current

IRS to continually develop compensating procedures pending

compensating procedures reliable balances for

the implementation of CAP/ pending implementation of financial reporting

Customer Account Data Engine CAP/ CADE have been purposes. (short- term)

(CADE). However, we are sufficiently enhanced. We will concerned that a
large number of

assess the adequacy of IRS*s additional staff are still needed (20 actions
during our fiscal year contractors) to fully transition to 2003 audit. CAP
release 1. The additional staff are scheduled to be hired by October 2003
for CAP Transition

Support. The anticipated date for using CAP release 1 (IMF) for the
financial audit is October 1, 2004. The anticipated date for using CAP for
the entire custodial financial audit (IMF, BMF, NMF, and IRAF) is

October 1, 2006. 12 99- 29 Develop the data to Internal Revenue

Open. IRS will implement cost Open. We will follow up during support
meaningful cost

Service: Serious

accounting as part of release 1 of future audits to assess the information
categories and

Weaknesses IFS. Scheduled for completion effectiveness of the cost- based
performance

Impact Ability to

October 1, 2003. implementation of IFS's cost measures. (long- term)

Report on and

accounting features.

Manage Operations (GAO/ AIMD- 99196,

Aug. 9, 1999)

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

13 99- 30 Develop and implement

Internal Revenue

Closed. IRM 2. 14. 1 was signed and Open. During fiscal year 2002,
procedures and controls to

Service: Serious

put into effect June 22, 2002. IRS we noted improvement in the ensure that
detailed P& E

Weaknesses has addressed the reconciliation of reliability of IRS*s P& E
inventory records are accurately

Impact Ability to

discrepancies in the IRM, in the records. However, serious maintained.
These

Report on and

Inventory Certification Plan, and weaknesses continued to affect
procedures and controls

Manage

through Asset Management Policy IRS*s ability to maintain would include
ensuring that

Operations directives posted on IRS*s Asset accountability over its P& E.
IRS*s physical inventories at field

(GAO/ AIMD- 99196, Management Web site. During procedures for recording P&
E locations are effectively

Aug. 9, 1999) IRS*s inventory cycle, it distributes

acquisitions and disposals did performed, including

exception reports showing those not ensure that transactions were prompt
resolution of

discrepancies on a biweekly basis promptly and accurately discrepancies
found in the to all Single Point Inventory recorded. For example, of 220
inventories and appropriate Functions (SPIF). IRS tracks its

P& E items we selected from adjustment of detailed

progress for working those inventory records at 22 sites, 22 records.
(short- term) exception reports using

could not be located at the time spreadsheets and graphs and of our
review. We will evaluate shares that information with the IRS*s continuing
efforts to Area Directors and SPIFs.

achieve accountability over its P& E during our fiscal year 2003 financial
audit.

14 99- 34 Revise the current

Internal Revenue

Closed. IRS P& E capitalization Closed. We confirmed that IRS
capitalization policy to

Service: Serious

policies and procedures have been established a capitalization ensure that
material P& E

Weaknesses documented and include a threshold for accumulating and
acquisitions are not

Impact Ability to

capitalization threshold for the capitalizing P& E hardware costs
expensed. (short- term)

Report on and

projected design and development consistent with the pooling Manage

costs of internal use software concept currently in use. We will
Operations systems, in accordance with continue to evaluate IRS*s efforts
(GAO/ AIMD- 99196, Statement of Federal Financial

to implement a policy for Aug. 9, 1999)

Accounting Standards No. 10. capitalizing costs on a transactional basis
as part of recommendation number 99- 36.

15 99- 36 Make enhancements to

Internal Revenue

Open. IRS*s new IFS, currently Open. We will continue to IRS financial
systems to

Service: Serious

targeted for March 2005, will allow evaluate IRS*s progress in include
recording P& E and

Weaknesses recording P& E and capital leases addressing these issues in
its capital leases as assets

Impact Ability to

as assets when purchased and will new system. when purchased and to

Report on and

generate detailed records for P& E generate detailed records

Manage

that will reconcile to the financial for P& E that reconcile to

Operations records. Scheduled completion is the financial records.
(longterm) (GAO/ AIMD- 99196, March 1, 2005.

Aug. 9, 1999)

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

16 99- 38 Establish procedures for

Internal Revenue

Closed. IRS has developed Closed. In fiscal year 2002, IRS the financial
statements to

Service: Serious

procedures that require two levels implemented procedures for undergo
review at the

Weaknesses of review of the financial reviewing its financial appropriate
levels within Impact Ability to

statements. Completed August 31, statements. Two levels of review the
CFO*s office, with Report on and

1999. were performed, and the reviews documented evidence of Manage

were documented in IRS*s the reviews. (short- term)

Operations financial statement workpapers. (GAO/ AIMD- 99196, As a result
of this review process, Aug. 9, 1999)

our review of IRS*s year- end financial statements did not identify any
material presentation issues.

17 01- 01 Better monitor IRS*s

Internal Revenue

Closed. In September 2001 IRS Open. We will continue to procedures
requiring that a

Service:

issued a memorandum to the field monitor IRS*s use of freeze freeze code
be entered on

Recommendations emphasizing the timely input of the codes to assure they
are used to all accounts of a taxpayer

to Improve

freeze code and revised the IRM prevent refunds from being who IRS has
determined is

Financial and 5. 19. 7. 9. 11( 3)( i) procedures to released to taxpayers
who are potentially liable for unpaid

Operational allow 30 days for the assessment of potentially liable for
unpaid payroll taxes. This should Management the trust fund penalty after
input of

payroll taxes. be done on all such

(GAO- 01- 42, Nov. the freeze code. IRS group accounts to prevent the 17,
2000) managers are responsible for inadvertent release of

ensuring that the IRM procedures refunds to the taxpayer are followed and
that adherence is until IRS determines the

tested when they review cases. validity of the tax liability. (short-
term)

18 01- 02 Revise policies and

Internal Revenue

Open. IRM 21 provides servicewide Open. In fiscal year 2002, we procedures
governing the

Service:

guidance on account- related and continued to find delays in the
processing of abatement

Recommendations adjustment workload. Timeliness processing of abatements.
We transactions to establish

to Improve

standards are addressed in IRM 21 will continue to monitor the (1)
appropriate time frames Financial and and supplemented by an annual
effectiveness of IRS*s actions for processing abatements, Operational
program guidance provided by during our fiscal year 2003 (2) a methodology
for

Management each Business Operating Division. financial audit. monitoring
the timeliness

(GAO- 01- 42, Nov. IRS reports provide detailed of abatement processing,
17, 2000)

program- by- program comparisons and (3) procedures to

of current inventory and trends that identify the causes for are used by
management and the delays and formulate policy/ program analyst to monitor
corrective actions. Also,

program delivery and status. The examine abatement

quality review process also transactions arising from addresses timeliness
of the IRS errors to determine the

workload. To address specific causes for the errors and,

causes of delays, IRS will review based on this examination, abatement
problems identified formulate and implement during the past year's audit
to appropriate procedures to determine the source of these reduce the
level of errors abatements and the owner of the made when entering data

process to determine if additional into taxpayer accounts. corrective
actions are needed. (short- term)

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

19 01- 03 Implement procedures to Internal Revenue

Closed. The Centralized Offer in Open. Based upon IRS*s monitor the age of
all Service:

Compromise (COIC) operation reported improvements in the pending offers
and to Recommendations began in August 2001. Throughout

timeliness of Offers in require supervisors to to Improve

the first year, excess field staff Compromise (OIC) processing, follow up
with staff to Financial and continued to work to eliminate the

we will evaluate the timeliness of determine within 6 months

Operational backlog of cases that had IRS*s processing of OICs as part
whether to accept or reject

Management accumulated in the field. Several of our 2003 audit. the offer.
(short- term)

(GAO- 01- 42, Nov. process improvements were also 17, 2000)

implemented in COIC. By October 2002, the field inventory was reduced by
20, 000 cases, allowing IRS to reduce field staff by about 500 revenue
officers. Performance on the *closed in six months* measure is improving
significantly in the first quarter of fiscal year 2003.

20 01- 04 As an alternative to

Internal Revenue

Open. IRS implemented computer Open. The key objective of IRS*s
prematurely suspending

Service:

models to identify the collectibility efforts in developing cost data is
active collection efforts, Recommendations potential of cases based on
specific

to use data to make informed and using the best

to Improve

case characteristics. IRS currently resource allocation decisions.
available information,

Financial and has an open research project that We will continue to
monitor IRS*s develop reliable costbenefit

Operational will validate the accuracy of the development and use of cost
data relating to

Management collectibility indicator used in the data. collection efforts
for cases

(GAO- 01- 42, Nov. risk- based models. The research with some collection

17, 2000) project will include a validation of

potential. These costbenefit the criteria used to determine data would
include

collection efforts, based on a costbenefit the full cost associated with

analysis. Additionally, the the increased collection

cost accounting module of IFS is activity (i. e., salaries,

currently scheduled for full benefits, and administrative implementation
by October 1, 2006. support), as well as the expected additional tax

collections generated. (short- term)

21 01- 05 Incorporate into its

Internal Revenue

Closed. The capability to measure Closed. IRS incorporated into its
systems modernization

Service:

the cost- benefit of collection systems modernization blueprint blueprint
and strategic

Recommendations activities and to make informed the ability to use cost
information planning process the

to Improve

resource allocation decisions has for cost- benefit analysis. capability
to routinely and

Financial and been incorporated into IRS*s reliably measure the
costbenefit

Operational systems modernization blueprint of its collection Management
and strategic planning process. activities and make (GAO- 01- 42, Nov.
informed resource

17, 2000) allocation decisions. (shortterm)

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

22 01- 06 Implement procedures to Internal Revenue

Open. On August 26, 2002, the Open. In fiscal year 2002 we closely monitor
the release

Service:

Letter of Understanding with the found 20 instances out of 59 of tax liens
to ensure that

Recommendations National Treasury Employees cases tested in which IRS did
not they are released within 30 to Improve

Union (NTEU) was signed. It release the applicable federal tax days of the
date the related

Financial and outlines procedures for the lien within the 30- day
statutory tax liability is fully satisfied.

Operational Streamlined Release of Federal Tax period. The time between
the As part of these

Management Liens Pilot, which is applicable only satisfaction of the
liability and procedures, IRS should (GAO- 01- 42, Nov. for the Offer in
Compromise unit

release of the lien ranged from carefully analyze the

17, 2000) employees in the compliance

39 days to 1, 263 days. We will causes of the delays in

centers. Selection and training of continue to monitor IRS*s release
releasing tax liens

the volunteers was completed and of tax liens and evaluate any new
identified by our work and

the pilot began on January 6, 2003. IRS procedures during our fiscal prior
work by IRS*s former The decision was made to expand year 2003 financial
audit. internal audit function and

the pilot to include additional lien ensure that such

releases to provide more case data. procedures effectively

The completion date was extended address these issues. to July 1, 2003, to
allow time to (short- term) share the pilot results with NTEU and address
any issues identified during the pilot.

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

23 01- 12 For (1) IRS*s Automated

Internal Revenue

Open. The key objective of IRS*s Open. We will review the IFS
Underreporter and Service:

efforts in developing cost data is to plans to verify that it includes
Combined Annual Wage Recommendations use data to make informed
requirements that meet the Reporting programs, (2)

to Improve

resource allocation decisions. IRS objectives of the screening and
examination Financial and intends to consider cost data recommendation. We
will of Earned Income Tax

Operational associated with its major programs, continue to monitor IRS*s
Credit claims, and (3)

Management when developed, in all facets of the development and use of
cost identifying and collecting (GAO- 01- 42, Nov. strategic planning
process. The

data. previously disbursed

17, 2000) cost accounting module of IFS is

improper refunds, use the currently scheduled for full best available
information implementation by October 1, 2006. to develop reliable
costbenefit data to estimate the tax revenue collected by,

and the amount of improper refunds returned to, IRS for each dollar spent
pursuing these outstanding amounts. These data would include

(1) an estimate of the full cost incurred by IRS in performing each of
these efforts, including the salaries and benefits of all

staff involved, as well as any related nonpersonnel costs, such as
supplies and utilities, and (2) the actual amount (a) collected

on tax amounts assessed and (b) recovered on improper refunds disbursed.
(short- term)

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

24 01- 13 Incorporate in IRS*s

Internal Revenue

Closed. Under IFS, IRS is building Closed. IRS incorporated into its
systems modernization

Service:

a cost accounting module and systems modernization blueprint blueprint and
strategic

Recommendations strategic enterprise module that the ability to routinely
and reliably planning process

to Improve

aligns the Treasury Integrated measure and analyze costbenefit
capabilities for routinely

Financial and Management Information System information. and reliably
measuring

Operational structure to the Cost Centers, cost- benefit information to
Management Product and Services, Balance make informed resource (GAO- 01-
42, Nov. Measures, Production, and allocation decisions. (longterm) 17,
2000)

eventually to Labor. This is part of the October 1, 2003, deliverable and
provides traceability to the

systems modernization blueprint. The Deputy Commissioner for Modernization
& Chief Information Officer has committed to provide subject matter
experts to IFS to help tie the costs associated with its activities and
programs at the project areas (tiers A, B, C) and sub project areas.

25 01- 14 Work with Treasury*s Internal Revenue

Closed. IRS developed lockbox Closed. IRS revised the calendar Financial
Management

Service:

bank security standards included in year 2002 lockbox agreements. Service
(FMS) to revise the

Recommendations the calendar year 2002 contract. However, during fiscal
year 2002, current lockbox contracts to

to Improve

The standards include physical we continued to find that lockbox emphasize
security

Financial and security, courier, and background bank employees were given
requirements and to

Operational investigation standards consistent access to taxpayer data and
specifically require that (1)

Management with IRS campus requirements. IRS receipts before fingerprint
results fingerprint checks be (GAO- 01- 42, Nov. worked with FMS and
included the were received and lockbox bank completed before 17, 2000)

standards in the Invitations for courier services requirements employees
begin working,

Expressions of Interest (IEI) for the were not consistent with service (2)
temporary employees

new lockbox contract. IRS reported center requirements. We will be
subjected to

that corrective action was monitor IRS*s progress in background checks
that completed on January 29, 2001,

addressing these areas under are consistent with those

with the issuance of the IEI. recommendations 03- 19, 03- 20, required for
IRS

and 03- 22. employees, and (3) at a minimum, lockbox bank

courier services meet the service center requirements contained in IRS*s
November 16, 1999, policy. (short- term)

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

26 01- 15 Ensure that all IRS units

Internal Revenue

Open. Further review and Open. During our fiscal year receiving
collections have Service:

identification of the policies and 2002 site visits, we found that not
consistent policies and

Recommendations procedures requiring consistency at all collection units
within the sites procedures to safeguard

to Improve

field offices is still underway. stored receipts and unopened and account
for cash

Financial and Completion date has been revised mail containing potential
taxpayer receipts. (short- term)

Operational to August 29, 2003. receipts and data in locked

Management containers during operating (GAO- 01- 42, Nov. hours. During
our fiscal year 17, 2000)

2003 financial audit, we will continue to monitor IRS*s progress in
developing and implementing policies that are

consistent throughout IRS to safeguard and account for cash.

27 01- 17 Develop a subsidiary Internal Revenue

Open. The new IFS will incorporate Open. We will continue to ledger for
leasehold

Service:

a subsidiary ledger for leasehold evaluate the effectiveness of
improvements and

Recommendations improvements. Scheduled IRS*s efforts in this area.
implement procedures to

to Improve

completion is March 1, 2005. record leasehold

Financial and improvement costs as they Operational occur. (long- term)

Management (GAO- 01- 42, Nov. 17, 2000) 28 01- 18 Implement procedures and

Internal Revenue

Open. A module of IRS*s new IFS, Open. During our fiscal year controls to
ensure that

Service:

scheduled for implementation in 2002 audit, we found that IRS,
expenditures for P& E are

Recommendations October 2003, will incorporate with contractor assistance,
charged to the correct

to Improve

procedures that will help ensure implemented interim procedures accounting
codes to

Financial and correct and direct posting of all P& E to identify, extract,
and reclassify provide reliable records for

Operational to the proper accounting codes as P& E costs, which improved
the expenditures as a basis of

Management transactions occur. Routine and timeliness of recording P& E
extracting the costs for

(GAO- 01- 42, Nov. timely reporting of leasehold transactions in
accounting major systems and

17, 2000) improvements will be addressed in records. Nonetheless, IRS

leasehold improvements. a subsequent release of IFS

continued to lack current, reliable (short- term) scheduled for
implementation in P& E information on an ongoing fiscal year 2005. In the
interim, IRS

basis because P& E transactions has implemented processes to were not
properly recorded as identify, extract, and reclassify

transactions occurred. In capitalized P& E transactions into addition, we
found that charges the proper general ledger accounts.

to leasehold improvement accounting codes were not always correct. We will
continue to monitor IRS*s progress in implementing IFS during our

fiscal year 2003 audit.

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

29 01- 21 Consolidate and update

Internal Revenue

Open. IRM 2. 14. 1, which Open. We verified that IRS the P& E policies and

Service:

established policies and issued a revised IRM to establish procedures
currently

Recommendations procedures for information accountability in the receipt,
documented in various

to Improve

technology (IT) assets, was signed distribution, excess, and/ or handbooks
and policy

Financial and and put into effect on June 22, disposal of IT hardware,
memorandums into a

Operational 2002. IRS is in the process of software, and telecommunication
comprehensive document Management incorporating policies and equipment.
During our fiscal year that personnel responsible (GAO- 01- 42, Nov.
procedures for non- IT assets into

2003 audit, we will monitor IRS*s for maintaining inventory

17, 2000) the IRM. progress in developing a

records can use as a comprehensive document that reference. (short- term)

provides policies and procedures for all P& E.

30 01- 26 Review, and correct as

Internal Revenue

Closed. IRM 2.14. 1, Information Closed. We verified that IRS*s necessary,
data in Service:

Technology Asset Management, revised IRM 2.14. 1 contains inventory
records, such as

Recommendations was signed and put into effect on procedures for
validating data in serial or model numbers

to Improve

June 22, 2002. IRM 2. 14. 1 inventory records. We also found and
manufacturer names, Financial and addresses the review and improvement in
the accuracy of during periodic inventories

Operational correction of data in the inventory data, such as serial and
model of P& E. (short- term)

Management records. IRM 2.14. 1.1.7 contains numbers and manufacturer
(GAO- 01- 42, Nov. the Quality Assurance Plan and

names recorded on IRS*s 17, 2000)

guidelines for SPIF function inventory records, during our employees to
follow to verify the

fiscal year 2002 audit. adequacy and accuracy of IRS property management
systems. The Quality Assurance Plan

specified in IRM 2. 14. 1 supports the accuracy of IRS property records
and facilitates the continuous process improvement in the receipt,
distribution, excess,

and disposal of property, ADP hardware, software, and telecommunications
equipment throughout IRS. 31 01- 27 Perform sufficient

Internal Revenue

Open. IRS does not plan to Open. We continued to find that supervisory
reviews to help Service:

implement the IFS Property Module P& E transactions were not ensure that
transactions

Recommendations until March 2005 and until that time always promptly and
accurately recorded on P& E inventory

to Improve

will not have a fully integrated recorded. We will evaluate the records
are accurately

Financial and system with subsidiary records. effectiveness of IRS*s
actions entered into subsidiary Operational Work continues on implementing
during our fiscal year 2003 records and appropriately

Management the Electronic Packing Slip project, financial audit. supported
by (GAO- 01- 42, Nov. which will help eliminate errors and documentation.
(shortterm) 17, 2000)

ensure that P& E inventory records are accurately accounted for in the
system.

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

32 01- 33 Establish policies and

Internal Revenue

Open. For custodial transactions, Open. IRS*s response procedures to
ensure that

Service:

as of June 1, 2002, Revenue recognizes the continued all administrative
and, to Recommendations Systems/ Interim Revenue existence of this
condition and the extent possible,

to Improve

Accounting Control System cites a plan of action to resolve it. custodial
transactions are Financial and (IRACS) is using a spreadsheet to

We will continue to monitor IRS*s promptly recorded in the

Operational ensure that all documents are progress in this area during our
general ledger, preferably

Management received and recordable fiscal year 2003 audit. within 30 days
of the

(GAO- 01- 42, Nov. transactions are input into IRACS transaction. (short-
term)

17, 2000) prior to month- end activities. The capability for recording
custodial

transactions for taxes receivable and refunds payable at the detail level
will not be available until full implementation of CAP with integration to
IFS. Procedures are being developed for the reporting of accruals for
taxes receivable and refunds payable on the quarterly financial statements
beginning fiscal year 2004. Additionally, for administrative transactions,
the IRS is in the midst of an initiative to identify all major nonpayroll
expense transactions that can be accrued and/ or recorded on an interim
basis. The plan to record

additional interim accruals, without giving consideration to any potential
problems attributable to the IFS implementation, is

scheduled to be completed prior to the fourth quarter of fiscal year 2003.

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

33 01- 34 Incorporate into its

Internal Revenue

Closed. IRS will implement IFS, Closed. We have reviewed the systems
modernization

Service:

which will be fully compliant with role that Enterprise Data plan
requirements and

Recommendations the U. S. Standard General Ledger Warehouse (EDW)/ CAP
will play specifications for a general to Improve

at the transaction level. Scheduled in resolving custodial financial
ledger system that (1)

Financial and completion is October 1, 2003. It management issues. EDW/
CAP, accumulates and

Operational will be populated with multiple when implemented, is designed
summarizes IRS*s

Management releases of CAP. to feed the IFS general ledger custodial and

(GAO- 01- 42, Nov. daily summarized custodial administrative transactions
17, 2000)

financial information. It is for financial reporting expected to provide
(1) the ability purposes, (2) is integrated

to generate timely and reliable with its supporting custodial financial
information subsidiary records, and (3)

with full traceability between the is fully compliant with the detail and
the custodial financial U. S. Standard General statement, and (2) full
traceability Ledger at the transaction

between the detail taxpayer level. (short- term)

transactions to the U. S. Standard General Ledger in IFS. We will assess
the implementation of these projects in future audits.

34 01- 39 Develop a mechanism to

Management

Open. IRS has developed guidance Open. We confirmed that IRS track and
report the actual Letter: for costing reimbursable

completed procedures for costing costs associated with

Improvements

agreements. This guidance reimbursable agreements that reimbursable
activities.

Needed in IRS*

includes instructions on tracking provides the basic framework for (short-
term)

Accounting labor and was completed February the accumulation of these
costs. Procedures and

1, 2002. Additionally, IFS will also We will follow up during our fiscal

Internal Controls

provide the systemic mechanism to year 2003 audit to determine if (GAO-
01- 880R,

track and report the actual costs IRS has procedures in place to July 30,
2001)

associated with reimbursable ensure the framework is used to activities.
The target develop costing information for implementation date is October
1,

reimbursable agreements. 2003. 35 01- 40 Establish procedures to

Management

Closed. Since March 2002, and Closed. IRS addressed this periodically
reconcile the

Letter: each month thereafter, IRS recommendation by subsidiary records to
the

Improvements

reported that it has reconciled the implementing procedures in control
account for

Needed in IRS*

reimbursable receivable accounts fiscal year 2002 to monthly reimbursable
receivables to Accounting to the control accounts. The

reconcile its subsidiary records to ensure that the balance is

Procedures and

reconciliation consists of the control account for adequately supported.

Internal Controls

comparison of the Automated reimbursable receivables. (short- term) (GAO-
01- 880R,

Financial System Control Totals to July 30, 2001)

the general ledger data received from the vendor. These totals are
reconciled to correct improper postings, mapping issues, timing
differences, and posting errors.

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

36 01- 41 Routinely age and review Management

Closed. IRS is currently aging and Closed. IRS addressed this currently
open

Letter: reviewing open reimbursable recommendation by initiating
reimbursable receivable

Improvements

receivable accounts. Completed action in fiscal year 2001 to accounts to
identify

Needed in IRS*

July 31, 2001. regularly age and review its accounts that are no longer

Accounting reimbursable receivable valid or collectible. (shortterm)

Procedures and

accounts.

Internal Controls

(GAO- 01- 880R, July 30, 2001)

37 01- 43 Ensure that IRS personnel Management

Closed. There is currently Closed. During our fiscal year maintain
effective oversight

Letter: considerable review and 2002 audit, we found that the of the
completeness and

Improvements

supervision of contractor- generated information generated by the accuracy
of contractorgenerated

Needed in IRS*

information. contractor had been effectively information. Accounting
reviewed by IRS personnel. (short- term)

Procedures and Internal Controls

(GAO- 01- 880R, July 30, 2001)

38 01- 44 Ensure compliance with

Management

Closed. The Budget Execution Closed. Based on audit work for Treasury
regulations

Letter: Procedures book includes fiscal years 2001 and 2002, all requiring
that all transfers

Improvements

instructions for processing the transfers of funds between of funds
between Needed in IRS*

SF1151 and Warrants. It states that appropriations have been
appropriations be properly Accounting funds can only be transferred after
properly approved and approved and documented

Procedures and

IRS has received approval from documented prior to being prior to being
recorded in

Internal Controls

Treasury. This procedure was recorded in the financial records. the
financial records. (GAO- 01- 880R, issued on May 25, 2001. (short- term)

July 30, 2001) 39 02- 01 Implement policies and Internal Revenue

Open. IRS P& E capitalization Open. We will continue to procedures to
record

Service: Progress

policies and procedures provide for monitor IRS*s progress in this
capitalizable acquisition

Made, but Further

use of the pooling concept to area during future audits. costs for P& E,
capital

Actions Needed to capitalize costs associated with leases, leasehold

Improve Financial ADP equipment with a useful life of improvements, and
major Management greater than 1 year. The pooling systems in the
appropriate

(GAO- 02- 35, Oct. method is used, as opposed to the P& E general ledger

19, 2001) preferred process of capturing

accounts as transactions costs on a transactional basis, due occur.
(short- term) to system limitations. IRS will implement capitalization of
costs as transactions occur when the new IFS Integrated Asset Management

module is implemented in March 2005.

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

40 02- 03 Perform periodic reviews to

Internal Revenue

Closed. IRS issued guidance to all Open. During fiscal year 2002, monitor
and ensure that

Service: Progress

business units requesting a IRS developed a listing of obligations are
promptly

Made, but Further

complete review of obligations to be unliquidated commitments to use
established in the Actions Needed to completed monthly and certified

as a tool for ensuring the related accounting system. Such

Improve Financial quarterly and a complete review of obligations are
promptly reviews would assist IRS in

Management commitments to be certified recorded in its accounting
maintaining accurate and (GAO- 02- 35, Oct. quarterly. Obligation guidance
was

system. However, we continued complete records of its

19, 2001) completed June 26, 2001.

to find instances where IRS did obligations and in reducing Commitment
guidance was

not promptly record obligations in the risk of obligations completed
December 31, 2002.

its accounting system. We will exceeding available

continue to monitor the funding. (short- term)

effectiveness of IRS*s corrective actions during our fiscal year 2003
financial audit.

41 02- 05 Develop, document, and

Internal Revenue

Open. Policies and procedures Open. Quarterly reconciliations implement
policies and

Service: Progress

addressing monthly reconciliations between budgetary and procedures to
require that

Made, but Further

were documented on June 1, 2002. proprietary accounts are reconciliations
between Actions Needed to Monthly reconciliations are

performed and documented. proprietary and budgetary

Improve Financial currently being prepared between Informal
reconciliations are accounts be performed

Management proprietary and budgetary accounts prepared monthly. However,
not monthly so that differences

(GAO- 02- 35, Oct. and differences are adjusted when all identified
adjustments were can be identified in a timely

19, 2001) identified. During fiscal year 2003

recorded at interim periods manner, and, if necessary,

IRS is instituting new accrual during fiscal year 2002. For adjusted.
(short- term)

procedures that should reduce the example, certain adjustments amount in
suspense at interim

identified at interim periods, such reporting periods. IRS will monitor

as receipts into the general fund this new process during the year and
user fees, as well as and evaluate its effectiveness.

amounts in suspense, were not posted until year- end. We will continue to
monitor IRS*s progress in this area during our fiscal year 2003 audit.

42 02- 06 Develop, document, and

Internal Revenue

Closed. Quarterly reviews of Closed. In fiscal year 2002, IRS implement
policies and

Service: Progress

general ledger account balances issued a policy memorandum procedures to
require that

Made, but Further

and certification of those balances requiring quarterly reviews of the
routine reviews and

Actions Needed to are being completed routinely. general ledger account
balances analyses of general ledger

Improve Financial Policies and procedures addressing and requiring that
workpapers be account balances be Management quarterly reviews were
documented

established to document the conducted to promptly (GAO- 02- 35, Oct. on
June 1, 2002.

reviews. This significantly identify errors and

19, 2001) reduced the amount of

omissions. (short- term) adjustments required at year- end and improved
the quality of interim data.

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

43 02- 07 Develop, document, and

Internal Revenue

Closed. Adjustments and Closed. In fiscal year 2002, other implement
policies and

Service: Progress

corrections are now being entered than adjustments arising from procedures
to require that

Made, but Further

into the financial system routinely reconciliations between the
corrections and adjusting Actions Needed to on a quarterly basis. Policies
and

proprietary and budgetary entries be recorded Improve Financial procedures
addressing recording of

accounts, IRS began recording throughout the year to

Management corrections and adjusting entries corrections and adjusting
entries reduce the magnitude of (GAO- 02- 35, Oct. were documented on June
1, 2002. when they were identified rather year- end adjustments and 19,
2001)

than at year end, thus reducing improve the reliability of the magnitude
of year- end interim financial data. adjustments.

(short- term) 44 02- 08 Implement policies and Internal Revenue

Open. IRS agreed with the Open. We confirmed that IRS procedures to
require that

Service: Progress

objective of this recommendation employees use functional all employees
itemize on

Made, but Further

which is to allow it to collect and tracking (workload management) their
time cards the time

Actions Needed to report the full payroll costs systems to itemize and
track their spent on specific projects.

Improve Financial associated with its activities. While time charges.
However, this (long- term)

Management IRS indicated that most of its recommendation remains open
(GAO- 02- 35, Oct. employees already itemize their because its objective
is to allow 19, 2001) time charges in functional tracking

IRS to collect and report the full systems, it has acknowledged that

payroll costs associated with its full implementation of the IFS cost

activities. We found that the accounting module is required to

functional tracking systems are close this recommendation. The

insufficient for this purpose cost accounting module is currently because
they do not interface scheduled for full implementation with each other or
the general by October 1, 2006.

ledger to allow management to use them to readily accumulate the time
charged to specific

projects. The new cost accounting module of IFS is expected to track IRS*s
costs at the activity level and, thus, may address the recommendation. We
will monitor IRS*s progress in implementing the IFS cost accounting
module.

45 02- 09 Implement policies and Internal Revenue

Open. IRS agreed with this Open. We will verify that the IFS procedures to
allocate Service: Progress

recommendation and indicated plans include requirements that nonpersonnel
costs to

Made, but Further

plans to address this issue with the meet the objectives of this programs
and activities on

Actions Needed to cost accounting module that will be recommendation, and
we will a routine basis throughout

Improve Financial part of IFS. Scheduled completion follow up on its
implementation the year. (short- term)

Management is October 1, 2003. once IFS is completed. (GAO- 02- 35, Oct.
19, 2001)

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

46 02- 10 Document reviews

Internal Revenue

Closed. A memorandum was Closed. In fiscal year 2002, IRS performed to
validate that

Service: Progress

issued by the CFO on March 8, completed documenting its key performance
data are

Made, but Further

2002, requiring certification by controls for each of its key complete,
accurate, and

Actions Needed to designated officials that performance measures. As a
reliable. (short- term)

Improve Financial performance data reported on a result, by the end of
fiscal year Management monthly basis has been validated 2002, IRS had
documented key (GAO- 02- 35, Oct. and verified. In addition, on

controls in place to validate that 19, 2001) September 30, 2002, we
completed

performance data reported in its work on the expanded data Management
Discussion and dictionary that includes information

Analysis are complete, accurate, concerning management controls

and reliable. that are in place to ensure that the data submitted monthly
and for all

external reporting purposes are valid and verified. 47 02- 11 Develop
policies and Management

Closed. In February 2002, Wage Open. Once we receive and procedures to
require that

Report:

and Investment (W& I) verify the content of the February field office
employees

Improvements

Communication, Assistance, 2002 directive, we will close this provide
taxpayers receipts Needed in IRS*s

Research and Education (CARE) recommendation. During our for all walk- in
payments.

Accounting issued a directive to field office area fiscal year 2002 audit,
we did not (short- term)

Procedures and

directors to instruct employees to identify any problems with the

Internal Controls

issue receipts to taxpayers upon field office employees providing (GAO-
02- 746R, request. The same directive

taxpayers receipts for all walk- in July 18, 2002) instructed area
directors to install

payments. signs to advise taxpayers that receipts would be provided upon
request.

48 02- 12 Develop policies and Management

Closed. In February 2002, W& I Open. IRS reported that it has procedures
to require that

Report:

CARE issued a directive to field issued guidance, but this action field
offices post signs in

Improvements

office area directors to advise them does not by itself provide the most
visible locations

Needed in IRS*s

to install Document 10161 in field assurance that the policy is to remind
taxpayers to

Accounting offices. Document 10161 states, consistently adhered to. During
obtain receipts for

Procedures and

"Let us know if you need a receipt; our site visits, at one of two sites
payments. (short- term)

Internal Controls

one is available upon request." no signs were posted in the TAC (GAO- 02-
746R,

to notify taxpayers that they can July 18, 2002)

request a receipt. We will review IRS*s corrective actions during our
fiscal year 2003 financial audit.

49 02- 13 Develop policies and Management

Closed. This recommendation is no Closed. This recommendation is
procedures to require that

Report:

longer relevant because in July no longer relevant because in two
employees be present

Improvements

2002, IRS issued an IRM July 2002, IRS issued an IRM when payments from
drop Needed in IRS*s

procedural update removing drop procedural update removing drop boxes are
collected and

Accounting boxes from all TACs. boxes from all TACs. logged. (short- term)

Procedures and Internal Controls

(GAO- 02- 746R, July 18, 2002)

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

50 02- 14 Develop policies and Management

Closed. The 2003 Lockbox Open. During our fiscal year procedures to
require that

Report:

Processing Guidelines (LPG), 2002 audit we found that staff at IRS and
lockbox

Improvements

3. 2. 8.1( 1), directs "Lockbox the two service center campuses employees
performing final

Needed in IRS*s

employees to complete Form 9535, and several lockbox banks we candling
record receipts in

Accounting Record of Lockbox Discovered visited did not immediately log a
control log at the time of Procedures and

Remittance and Correspondence" items found during final candling.
discovery, recording at a

Internal Controls

when receipts are discovered Because IRS*s action occurred minimum the
total number

(GAO- 02- 746R, during candling. The employee after the completion of our
fiscal of payments found, the July 18, 2002) must record the type of
document year 2002 audit, we will assess amount of each payment,

and remittance found, dollar the adequacy of IRS*s actions and the
taxpayer who amount, taxpayer's name and

during our fiscal year 2003 audit. submitted the payment.

address, Social Security (short- term)

Number/ Taxpayer Identification Number, and discoverer's name on Form
9535. Each remittance must be listed as a separate entry. The 2003
Extracting, Sorting & Numbering IRM, 3.10.72.6.2, requires "management to
maintain a log identifying the employees

responsible for overlooking the items and items discovered." The 2003 LPG
was updated January

31, 2003. 51 02- 15 Develop policies and Management

Closed. The 2003 LPG, 3. 2. 8. 1( 1), Open. During our fiscal year
procedures to require that

Report:

directs the responsible manager to 2002 audit at both service center IRS
and lockbox managers

Improvements

daily validate Form 9535. The 2003 campuses we visited and at or
designated officials

Needed in IRS*s

Extracting, Sorting & Numbering several lockbox banks, items reconcile
logs of payments

Accounting IRM, 3.10. 72.6.2( 1) e., states, found during final candling
were found during final candling

Procedures and

"management shall immediately not reconciled. Because IRS*s to the related
receipts and

Internal Controls

reconcile the discovered action occurred after the documents. (short-
term)

(GAO- 02- 746R, remittances with the final candling

completion of our fiscal year July 18, 2002)

log." The 2003 LPG was updated 2002 audit, we will assess the January 3,
2003.

adequacy of IRS*s actions during our fiscal year 2003 financial audit. 52
02- 16 Ensure that field office

Management

Closed. W& I CARE has issued Open. IRS reported it has issued management
complies with

Report:

guidance to TAC managers guidance. However, this action existing receipt
control Improvements

requiring the separation of duties. does not by itself provide policies
that require a Needed in IRS*s

Further, this item is included in W& I assurance that this policy is
segregation of duties

Accounting CARE self- assessment that is to be consistently adhered to.
During between employees who

Procedures and

conducted periodically. our fiscal year 2002 audit, at one prepare control
logs for

Internal Controls

of two sites we visited, the walk- in payments and (GAO- 02- 746R,

individual who reconciled the log employees who reconcile

July 18, 2002) also posted receipts to the log. the control logs to the

We will continue to evaluate actual payments. (shortterm) IRS*s efforts in
our fiscal year

2003 financial audit.

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

53 02- 17 Clarify that the intent of the

Management

Open. On October 3, 2002, the Open. During our fiscal year requirement for

Report:

Deputy Commissioner issued a 2002 audit we found that couriers background
investigations Improvements

memorandum, "Clarification of at one of two sites had not is meant to
apply to Needed in IRS's

Background Investigation received a background personnel being entrusted

Accounting Requirements for Contractors" to investigation, or at a
minimum, a with taxpayer receipts and

Procedures and

clarify that the intent of the fingerprint check. IRS issued a information
rather than just

Internal Controls

requirement for background memorandum on October 3, personnel being
granted

(GAO- 02- 746R, investigations is meant to apply to 2002, clarifying the
intent of the access to an IRS facility.

July 18, 2002) personnel being entrusted with background investigation
(short- term)

taxpayer receipts and information requirement. Because IRS*s rather than
just personnel being

action occurred after the granted access to an IRS facility. completion of
our fiscal year Additionally, banks have been 2002 audit, we will assess
the required to ensure that courier

adequacy of IRS*s actions during services employees working with our
fiscal year 2003 audit. the lockbox facility are getting Federal Bureau of
Investigation (FBI) fingerprint checks (LPG, January 2003). The issue of
background investigations is pending OSC committee decision.

54 02- 18 Work with the National

Management

Open. On July 9, 2002, a Open. We will review IRS*s Finance Center (NFC)
to Report:

memorandum was sent to the corrective actions during our resolve the
technical

Improvements

Director, Office of Human fiscal year 2003 financial audit. limitations
that exist within

Needed in IRS's

Resources Enterprise Solutions the Security Entry and

Accounting (OHRES), regarding the need to Tracking System (SETS)

Procedures and

work with NFC to correct SETS. On database and continue to Internal
Controls

September 3, 2002, we received a periodically review SETS (GAO- 02- 746R,

response from OHRES, committing data to detect and correct July 18, 2002)

to work with NFC to resolve issues. errors. (short- term)

Additionally, OHRES committed to develop a security module within HR
Connect that will replace SETS.

A task group met in November to identify system requirements.

55 02- 19 Issue a formal reminder of

Management

Closed. IRS issued an information Closed. We reviewed a copy of existing
IRS manual refund Report:

alert reminding staff to monitor the formal reminder. We also procedures
to supervisors

Improvements

manual refunds to prevent issuance found that most IRS employees and
staff. (short- term)

Needed in IRS*s

of duplicate refunds and to monitor we interviewed at two service

Accounting their reviews. Completed December centers were aware of the
Procedures and

6, 2001. issuance of the alert.

Internal Controls

(GAO- 02- 746R, July 18, 2002)

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

56 02- 20 Establish procedures to

Management

Closed. IRS issued a memorandum Open. IRS*s instructions were track the
release of liens up Report:

dated January 28, 2003, with issued after the end of our 2002 to the point
of delivery to Improvements

instructions for tracking when the audit. We will review the the local
jurisdiction to Needed in IRS*s

certificates of lien release leave our implementation of IRS*s ensure
liens are released Accounting immediate control. Certificates

corrective actions during our timely to avoid unduly

Procedures and

must be generated at least weekly. fiscal year 2003 financial audit.
burdening taxpayers once

Internal Controls

Documents must be carried to the they have satisfied their tax

(GAO- 02- 746R, mailing destination, i. e., U. S. Post liability. (short-
term)

July 18, 2002) Office or IRS mailroom. IRS must

secure a date stamp on the second copy of the billing voucher which it
will retain for at least 1 year after the processing year.

57 02- 21 Ensure that complete

Management

Open. Currently, suppliers provide Open. During our fiscal year skeletal
records are

Report:

IRS with Excel spreadsheets that 2002 audit, we found that skeletal
created and available for

Improvements

are reviewed, adjusted as records were not always the SPIF units to update

Needed in IRS*s

necessary, then placed in a format available for SPIF units to update upon
receipt of P& E.

Accounting to "batch add" into the Information upon receipt of P& E. We
will (short- term)

Procedures and

Technology Asset Management review IRS*s corrective actions

Internal Controls

System (ITAMS) database. The during our fiscal year 2003 (GAO- 02- 746R,

"batch add" process goes a long financial audit. July 18, 2002)

way to establishing the skeletal records. IRS has developed a record
layout for suppliers to provide "electronic packing slip" information when
equipment is purchased and shipped. The procured asset record will be
established on ITAMS before it is

received at the loading dock. The establishment of the skeletal records on
ITAMS via an electronic packing slip feed from our suppliers is key for
cradle- to- grave asset stewardship and a high priority. Additionally, the
automated interfaces that "reach out and touch" IRS*s network asset is
also a

high priority. IRS is working to ensure that information from automated
interfaces to network systems are properly captured and used to update the
existence of

assets recorded in ITAMS. Scheduled completion for implementation of
automated updates to ITAMS is June 1, 2003.

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

58 02- 22 Develop procedures and Management

Closed. IRS has developed Closed. IRS issued a revised edit checks to
reduce the

Report:

procedures to reduce the possibility IRM that includes procedures for
likelihood of invalid

Improvements

of invalid property records. IRS has conducting an inventory and property
records. (shortterm)

Needed in IRS*s

published those procedures in IRM performing quality assurance

Accounting 2. 14. 1, the inventory certification reviews that reduce the
likelihood Procedures and

plan, and Asset Management of invalid property records. Internal Controls

Policy Directives. During its During our fiscal year 2002 audit, (GAO- 02-
746R,

inventory cycle, IRS distributes we did not find significant July 18,
2002)

exception reports showing numbers of invalid property discrepancies to our
SPIF

records. functions. IRS tracks its progress on those exception reports
using spreadsheets and graphs and

provides that information to the area directors and SPIFs.

59 02- 23 Develop and implement

Management

Open. Information Technology Open. During our fiscal year procedures to
ensure that

Report:

Services is working with 2002 audit, we continued to find procurement
award and

Improvements

Procurement and existing vendors that accounting transactions requisition
numbers

Needed in IRS*s

to establish a reliable vehicle for could not always be linked to recorded
on property

Accounting transmitting packing slip P& E inventory records. We will
records are complete,

Procedures and

information. IRS reported that it will continue to review IRS*s accurate,
and linked to the

Internal Controls

continue to work with Procurement corrective actions during our accounting
records. (shortterm) (GAO- 02- 746R,

to see that these fields are made a fiscal year 2003 financial audit. July
18, 2002)

part of every procurement and that the necessary procurement award and
requisition numbers are established on ITAMS at the time of purchase via
an electronic feed from Procurement and matched via the electronic packing
slip IRS will

receive from the ADP equipment provider. 60 02- 24 Record software
licenses

Management

Open. IRS is executing an action Open. In fiscal year 2002, IRS in IRS*s
property

Report:

plan that will allow it to identify, initiated a process to identify and
management system.

Improvements

record, and account for software. record software licenses. We will
(short- term)

Needed in IRS*s

review IRS*s corrective actions

Accounting during our fiscal year 2003

Procedures and

financial audit.

Internal Controls

(GAO- 02- 746R, July 18, 2002)

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

61 02- 25 Develop an approach to

Management

Open. IRS is developing policies Open. In fiscal year 2002, IRS assess
IRS*s compliance

Report:

and procedures for tracking initiated a process to inventory with the
terms of these Improvements

compliance with the terms of software licenses and assess software
licenses. (shortterm)

Needed in IRS*s

software licenses. compliance with the terms of the Accounting licenses.
We will review IRS*s

Procedures and

corrective actions during our

Internal Controls

fiscal year 2003 financial audit. (GAO- 02- 746R, July 18, 2002)

62 02- 26 Ensure that, in the absence

Management

Closed. IRS agrees with this Open. IRS*s corrective actions to of an
integrated general

Report:

recommendation and has taken address this issue did not ledger system for
IRS*s

Improvements

steps to better manage become effective until the fourth custodial and

Needed in IRS*s

reimbursable activity. IRS is now quarter of fiscal year 2002, which
administrative activities,

Accounting reconciling all reimbursable was after we had completed our IRS
strengthens monitoring Procedures and

receivable accounts with the internal control work related to and analysis
of receivables

Internal Controls

appropriate general ledger reimbursable activity. We will to ensure that
receivables

(GAO- 02- 746R, accounts monthly and is monitoring review IRS*s corrective
actions are not being erroneously July 18, 2002)

activities between custodial and during our fiscal year 2003 recorded as a
result of the

administrative accounts as part of financial audit. lack of integration
between

this process. Additionally, IRS has these two activities. (short
implemented a process to routinely term)

review open receivables and take action to write off amounts, as
appropriate. 63 03- 01 Document IRS*s oversight

IRS Lockbox

Open. IRS is taking this Open. This is a new roles and responsibilities in

Banks: More

recommendation under advisement recommendation. We will review agency
policy and

Effective

and will respond formally to this IRS*s corrective actions during
procedure manuals and

Oversight,

issue upon approval and our fiscal year 2003 financial determine
appropriate level Stronger Controls,

implementation of the IRS lockbox audit. of IRS oversight of lockbox

and Further Study

reorganization. sites throughout the year,

of Costs and particularly during peak

Benefits Are processing periods. (short

Needed (GAO- 03 term)

299, Jan. 15, 2003)

64 03- 02 Establish and document

IRS Lockbox

Open. IRS is taking this Open. This is a new guidelines and procedures

Banks: More

recommendation under advisement recommendation. We will review in policy
and procedure

Effective

and will work with FMS to establish IRS*s corrective actions during
manuals for implementing Oversight,

an effective reimbursement our fiscal year 2003 financial the new penalty
provision Stronger Controls,

process. IRS will respond formally audit. for lockbox banks to

and Further Study

to this issue upon approval and reimburse the government of Costs and
implementation of the IRS lockbox for direct costs incurred in

Benefits Are reorganization. correcting errors made by Needed (GAO- 03
lockbox banks. (short- term)

299, Jan. 15, 2003)

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

65 03- 03 Finalize and document the

IRS Lockbox

Open. The new waiver process is Open. This is a new recently developed
waiver

Banks: More

described in section 2.1.3.1 of the recommendation. We will review process
in IRS policy and

Effective

January 2003 LPG document. The IRS*s corrective actions during procedure
manuals and

Oversight,

internal process between IRS and our fiscal year 2003 financial ensure
that decisions on Stronger Controls,

FMS is being documented by the audit. requests for waivers are and Further
Study

Office of Program Evaluation and formally and promptly

of Costs and Risk Analysis in the Security communicated to lockbox

Benefits Are Memorandum of Understanding management. (short- term)

Needed (GAO- 03299, (MOU). Expected completion date Jan. 15,

is April 1, 2003. 2003)

66 03- 04 Establish and document a

IRS Lockbox

Open. The banks are required to Open. This is a new process in IRS policy
and

Banks: More

officially respond to any recommendation. We will review procedure manuals
to

Effective

deficiencies identified by the IRS IRS*s corrective actions during ensure
that lockbox bank

Oversight,

and FMS security team. Since FMS our fiscal year 2003 financial management
formally

Stronger Controls,

holds the agreement with the audit. responds to IRS oversight

and Further Study

banks, FMS will take the lead on findings and of Costs and formally
establishing a database to recommendations promptly

Benefits Are keep track of the findings and and that corrective actions

Needed (GAO- 03299, require corrective actions to be taken by lockbox bank

Jan. 15, taken by the bank. A copy of the

management are 2003)

report and response will be appropriate. (short- term) forwarded to IRS.
The internal process between IRS and FMS will be documented in the
Security MOU. Expected completion date of the Security MOU is April 1,
2003.

67 03- 05 Establish and document a

IRS Lockbox

Open. The Security MOU is in draft Open. This is a new process in IRS
policy and

Banks: More

format. This MOU will document the recommendation. We will review
procedure manuals to

Effective

roles and responsibilities of the IRS*s corrective actions during ensure
that IRS officials

Oversight,

Security Review team. The Security our fiscal year 2003 financial with the
appropriate levels

Stronger Controls,

Review team consists of FMS and audit. of expertise continue to and
Further Study

IRS security experts. Expected participate in announced of Costs and
completion date is April 1, 2003. and unannounced security

Benefits Are reviews of lockbox banks. Needed (GAO- 03299, (short- term)

Jan. 15, 2003)

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

68 03- 06 Ensure that the results of

IRS Lockbox

Open. Lockbox banks are Open. This is a new on- site compliance reviews

Banks: More

undergoing security reviews in recommendation. We will review are
completed and

Effective

2003. The banks will be required to IRS*s corrective actions during
promptly submitted to Oversight,

officially respond to the items our fiscal year 2003 financial IRS*s
National Office.

Stronger Controls,

identified in the security report. audit. (short- term)

and Further Study

Security reviews are based on the

of Costs and lockbox sites' compliance with the

Benefits Are LPG. Since FMS holds the

Needed (GAO- 03299, agreement with the banks, FMS will Jan. 15,

take the lead on formally 2003) establishing a database to keep track of
the findings and require corrective actions to be taken by the lockbox
bank management. The

internal process between IRS and FMS is documented in the draft Security
MOU. IRS is represented on the security review team, provides input
related to the review to FMS, and then receives a copy of the final
response sent by FMS to the lockbox bank. Expected completion is April 1,
2003.

69 03- 07 Revise the guidance used IRS Lockbox

Open. IRS updated the security Open. This is a new for compliance reviews
so

Banks: More

checksheet to instruct reviewers to recommendation. During our it requires
reviewers to (1)

Effective

determine whether lockbox fiscal year 2003 financial audit, determine
whether lockbox

Oversight,

contractors, such as couriers, have we will review IRS*s security
contractors, such as

Stronger Controls,

completed and obtained favorable checksheet used by the review couriers,
have completed and Further Study

results on IRS fingerprint checks teams during their security visits. and
obtained favorable

of Costs and and obtain and review all relevant We will also review the
lockbox results on IRS fingerprint

Benefits Are logs for cash payments and coordinators* on- site reviews.
checks and (2) obtain and

Needed (GAO- 03299, candled items. IRS also plans to review all relevant
logs for

Jan. 15, update the Lockbox Coordinator

cash payments and 2003)

on- site reviews to include specific candled items to ensure review of
courier documentation that all payments are and the candling log. Review
of the accounted for. (short- term)

cash log is currently required.

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

70 03- 08 Assign individuals, other

IRS Lockbox

IRS disagrees with this Open. This is a new than the lockbox

Banks: More

recommendation. The on- site recommendation. IRS agreed coordinators,
responsibility

Effective

performance reviews will continue with this recommendation in its for
completing on- site

Oversight,

to be conducted by the IRS comments on the lockbox report, performance
reviews. Stronger Controls,

Coordinator Staff. The Lockbox dated December 20, 2002. We (short- term)

and Further Study

Coordinators are IRS's official agree that the coordinators are of Costs
and representatives on site during the qualified and trained to complete
Benefits Are peak processing periods. The the banks' performance reviews

Needed (GAO- 03299, coordinators are qualified and and that they
understand how Jan. 15,

trained to complete the banks taxpayer remittances should be 2003)

performance review using the Data processed and handled for IRS Collection
Instrument. The

requirements. However, we coordinators know and understand believe the
current lockbox how the taxpayer remittance should

coordinator structure does not be processed and handled for IRS

alleviate the potential conflict of requirements. competing
responsibilities.

71 03- 09 Require lockbox

IRS Lockbox

Closed. Security teams consisting Open. This is a new management to ensure

Banks: More

of individuals from FMS, recommendation. IRS needs to that perimeter doors
are Effective

Agencywide Shared Services, and ensure that previously existing locked and
alarms on

Oversight,

IRS are responsible for on- site requirements are consistently perimeter
doors are

Stronger Controls,

security reviews. Lockbox sites are and routinely adhered to by
functioning and that IRS

and Further Study

receiving announced and lockbox management at all of the take steps to
monitor

of Costs and unannounced security reviews as of lockbox sites. During our
review adherence to this

Benefits Are November 2002. These reviews will of lockbox banks in 2002,
we requirement. (short- term)

Needed (GAO- 03299, monitor management's compliance

found sites that were not Jan. 15,

with this requirement. adhering to this requirement. We 2003) will review
IRS*s corrective actions during our fiscal year

2003 financial audit. 72 03- 10 Require lockbox

IRS Lockbox

Closed. The requirement to ensure Open. This is a new management to ensure

Banks: More

that door alarms are responded to recommendation. IRS needs to that guards
are responsive Effective

by the guards was previously ensure that this previously to alarms and
that IRS

Oversight,

established in the 2002 LPG issued existing requirement is takes steps to
monitor

Stronger Controls,

January 1, 2002. During on- site consistently and routinely adherence to
this

and Further Study

reviews, IRS and FMS security adhered to by lockbox requirement. (short-
term)

of Costs and teams observe the guards management at all of the lockbox

Benefits Are responding to door alarms, etc., by sites. During our review
of

Needed (GAO- 03299, performing tests during on- site

lockbox banks in 2002, we found Jan. 15, security review. Documented in

sites that were not adhering to 2003)

Section 2.4 of LPG issued January this requirement. We will review 31,
2003. IRS*s corrective actions during our fiscal year 2003 financial
audit.

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

73 03- 11 Require lockbox

IRS Lockbox

Closed. The requirement to ensure Open. This is a new management to ensure

Banks: More

that employee identity and recommendation. IRS needs to that employees*
identity

Effective

employment status are verified ensure that this previously and employment
status are

Oversight,

prior to granting access to the existing requirement is verified prior to
granting

Stronger Controls,

processing floor was previously consistently and routinely access to the
processing

and Further Study

listed in the 2002 LPG issued adhered to by lockbox floor and that IRS
take of Costs and January 1, 2002. During the on- site

management at all of the lockbox steps to monitor adherence Benefits Are
security reviews, the security review sites. During our review of to this
requirement. (shortterm)

Needed (GAO- 03299, teams ensure the banks meet this

lockbox banks in 2002, we found Jan. 15, requirement by reviewing
personnel

sites that were not adhering to 2003)

folders for temporary employees, this requirement. We will review bank
officials, couriers, and guards. IRS*s corrective actions during
Documented in Section 2.5 of the

our fiscal year 2003 financial 2003 LPG issued January 31,

audit. 2003.

74 03- 12 Require lockbox

IRS Lockbox

Closed. The requirement to control Open. This is a new management to
ensure

Banks: More

visitor access was previously listed recommendation. IRS needs to that
visitor access to and

Effective

in the 2002 LPG issued January 1, ensure that this previously activity in
the processing Oversight,

2002. During the on- site security existing requirement is area are
adequately

Stronger Controls,

reviews, IRS/ FMS security teams consistently and routinely controlled and
that IRS

and Further Study

observe the sites' handling of adhered to by lockbox take steps to monitor

of Costs and visitors to ensure that the banks management at all of the
lockbox adherence to this

Benefits Are meet this requirement. Additionally, sites. During our review
of requirement. (short- term)

Needed (GAO- 03299, during peak visits a lockbox

lockbox banks in 2002, we found Jan. 15, coordinator observes adherence to
sites that were not adhering to 2003)

this requirement. Documented in this requirement. We will review Section
2.6. 2 of the 2003 LPG IRS*s corrective actions during issued January 31,
2003.

our fiscal year 2003 financial audit.

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

75 03- 13 Require lockbox

IRS Lockbox

Closed. The requirement to ensure Open. This is a new management to ensure

Banks: More

that employee access and items recommendation. IRS needs to that employee
access and Effective

brought into and out of the ensure that this previously items brought into
and out

Oversight,

processing area are closely existing requirement is of the processing area
are Stronger Controls,

monitored by guards was consistently and routinely closely monitored by
and Further Study

previously listed in the 2002 LPG adhered to by lockbox guards and that
IRS take of Costs and issued January 1, 2002.

management at all of the lockbox steps to monitor adherence Benefits Are
Additionally, Post Orders are

sites. During our review of to this requirement. (shortterm)

Needed (GAO- 03299, required to be developed and lockbox banks in 2002, we
found Jan. 15, reviewed with security guards prior

sites that were not adhering to 2003)

to each peak to reinforce this this requirement. We will review
requirement. On- site security IRS*s corrective actions during review, as
well as Lockbox our fiscal year 2003 financial Coordinator visits,
monitors the

audit. adherence to this requirement. During the on- site security
reviews, IRS and FMS security teams

observe the sites handling of visitors to ensure the banks meet this
requirement. Documented in Section 2.7 of the 2003 LPG issued January 31,
2003.

76 03- 14 Require lockbox

IRS Lockbox

Open. The requirement to ensure Open. This is a new management to ensure

Banks: More

that surveillance cameras and recommendation. We will review that
surveillance cameras

Effective

monitors are installed to permit IRS*s corrective actions during and
monitors are installed

Oversight,

observation of critical areas our fiscal year 2003 financial in ways that
allow for

Stronger Controls,

(internal/ external) such as loading audit. effective, real- time

and Further Study

docks, secure storage areas, mail monitoring of lockbox

of Costs and rooms extraction areas, etc. was operations and that IRS

Benefits Are established in the 2002 LPG issued take steps to monitor

Needed (GAO- 03299, January 1, 2002. In April 2002, we adherence to this
Jan. 15,

added a requirement for the guards requirement. (short- term)

2003) to monitor CCTV activity on an ongoing basis whenever guards are not
engaged in performing other

security duties. We will review the existing requirements to determine its
sufficiency. FMS and IRS security teams review tape inventories and
inspect the camera coverage and quality during on- site

security visits. Documented in Section 2.7. 5 of the 2003 LPG issued
January 31, 2003.

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

77 03- 15 Require lockbox

IRS Lockbox

Closed. These procedures were Open. This is a new management to ensure

Banks: More

updated in the 2003 LPG, Section recommendation. IRS needs to that
envelopes are properly Effective

3. 5. 1.1, effective January 1, 2003. ensure that previously existing
candled and that IRS take Oversight,

Candling procedures are clarified to requirements, updated for any steps
to monitor adherence Stronger Controls,

ensure envelopes are properly clarifications, are consistently to this
requirement. (shortterm)

and Further Study

candled. Adherence to the and routinely adhered to by of Costs and
requirements was added to the lockbox management at all of the

Benefits Are Lockbox Security Check Sheet. lockbox sites. During our
review Needed (GAO- 03299, Adherence will be monitored by the

of lockbox banks in 2002, we Jan. 15, lockbox FMS and IRS security team

found sites that were not 2003)

announced and unannounced adhering to candling visits.

requirements. We will review IRS*s corrective actions during our fiscal
year 2003 financial audit.

78 03- 16 Require lockbox

IRS Lockbox

Closed. The requirement to perform Open. This is a new management to
perform

Banks: More

and adequately document candling recommendation. IRS needs to and
adequately document

Effective

reviews was added in the 2003 ensure that previously existing candling
reviews and that

Oversight,

LPG, Section 3.2.8, effective requirements, and any updates IRS take steps
to monitor

Stronger Controls,

January 1, 2003. Adherence to the to these requirements, are adherence to
this

and Further Study

requirements was added to the consistently and routinely requirement.
(short- term)

of Costs and Lockbox Security Check Sheet. adhered to by lockbox

Benefits Are Adherence will be monitored by the management at all of the
lockbox

Needed (GAO- 03299, lockbox FMS and IRS security team

sites. During our review of Jan. 15,

during announced and lockbox banks in 2002, we found 2003) unannounced
visits. Additionally sites that were not adhering to Lockbox Coordinators
review these requirements. We will candling as part of their quality

review IRS*s corrective actions review checks during each peak.

during our fiscal year 2003 financial audit.

79 03- 17 Require that returned IRS Lockbox

Closed. The requirement to ensure Open. This is a new refund checks are

Banks: More

that returned refund checks are recommendation. IRS needs to restrictively
endorsed

Effective

restrictively endorsed immediately ensure that previously existing
immediately upon Oversight,

upon extraction was previously requirements are consistently extraction
and that IRS

Stronger Controls,

listed in the 2002 LPG issued and routinely adhered to by take steps to
monitor

and Further Study

January 1, 2002. During the on- site lockbox management at all of the
adherence to this

of Costs and security reviews, IRS and FMS lockbox sites. During our
review requirement. (short- term)

Benefits Are security teams review adherence to of lockbox banks in 2002,
we Needed (GAO- 03299, this requirement. Additionally,

found sites that were not Jan. 15,

adherence to this requirement is adhering to this requirement. We 2003)
evaluated during the daily SPC will review IRS*s corrective quality
reviews.

actions during our fiscal year 2003 financial audit.

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

80 03- 18 Require that lockbox

IRS Lockbox

Closed. The 2003 LPG, Section Open. This is a new couriers are properly

Banks: More

2. 7. 4, effective January 1, 2003, recommendation. IRS needs to
identified prior to granting

Effective

specifies that guards identify ensure that previously existing them access
to taxpayer

Oversight,

couriers before granting access. requirements, and any updates data and
receipts and that

Stronger Controls,

Adherence to the requirements was to them, are consistently and IRS take
steps to monitor

and Further Study

added to the Lockbox Security routinely adhered to by lockbox adherence to
this

of Costs and Check Sheet. Adherence is management at all of the lockbox
requirement. (short- term)

Benefits Are monitored by the Lockbox FMS and sites. During our review of

Needed (GAO- 03299, IRS security team during their

lockbox banks in 2002, we found Jan. 15, announced and unannounced

sites that were not adhering to 2003)

security visits. this requirement. We will review IRS*s corrective actions
during our fiscal year 2003 financial audit.

81 03- 19 Require that employees

IRS Lockbox

Closed. The requirement for Open. This is a new have received favorable

Banks: More

lockbox sites to obtain favorable recommendation. IRS needs to results on
fingerprint

Effective

results on employees' fingerprint ensure that previously existing checks
before they are Oversight,

checks before allowing them requirements are consistently granted access
to taxpayer

Stronger Controls,

access to the processing floor was and routinely adhered to by data and
receipts and that

and Further Study

previously listed in the 2002 LPG. lockbox management at all of the IRS
take steps to monitor

of Costs and The 2003 LPG, Section 2.6.1, lockbox sites. During our review
adherence to this

Benefits Are effective January 1, 2003, was of lockbox banks in 2002, we
requirement. (short- term)

Needed (GAO- 03299, updated to reflect the new

found sites that were not Jan. 15,

requirements. The FMS and IRS adhering to this requirement. We 2003)
security team review personnel files

will review IRS*s corrective to ensure employees currently actions during
our fiscal year working with taxpayer remittances 2003 financial audit.
have fingerprint clearance.

82 03- 20 Revise the LPG to require IRS Lockbox

Open. IRS reported that it is taking Open. This is a new that before
lockbox bank

Banks: More

this recommendation under recommendation. We will review couriers receive
access to

Effective

advisement. IRS*s corrective actions during taxpayer data and receipts

Oversight,

our fiscal year 2003 financial they undergo and receive

Stronger Controls,

audit. favorable results on

and Further Study

background investigations of Costs and that are deemed Benefits Are
appropriate by IRS and are Needed (GAO- 03299, consistent across lockbox

Jan. 15, banks. (short- term)

2003)

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

83 03- 21 Revise the LPG to require IRS Lockbox

Open. IRS reported that it is taking Open. This is a new that before
permanent

Banks: More

this recommendation under recommendation. We will review lockbox bank
employees Effective

advisement. IRS*s corrective actions during receive access to taxpayer

Oversight,

our fiscal year 2003 financial data and receipts they Stronger Controls,

audit. undergo and receive and Further Study

favorable results on

of Costs and background investigations Benefits Are that are deemed Needed
(GAO- 03299, appropriate by IRS and are Jan. 15, consistent across lockbox

2003) banks. (short- term)

84 03- 22 Revise the LPG to require IRS Lockbox

Closed. The 2003 LPG, Section Open. This is a new that guards inspect
courier

Banks: More

2.7.4, which was effective January recommendation. We will review vehicles
for unauthorized Effective

1, 2003, was updated to include IRS*s corrective actions during passengers
and unlocked

Oversight,

this requirement. our fiscal year 2003 financial doors. (short- term)

Stronger Controls,

audit.

and Further Study of Costs and Benefits Are Needed (GAO- 03299,

Jan. 15, 2003)

85 03- 23 Revise the LPG to require IRS Lockbox

Closed. In the 2003 LPG, Section Open. This is a new that candling
procedures

Banks: More

3. 2. 8, effective January 1, 2003, recommendation. We will review for the
various types of Effective

candling procedures for the various IRS*s corrective actions during
extraction methods be Oversight,

types of extraction methods were our fiscal year 2003 financial clarified.
(short- term)

Stronger Controls,

clarified. Splitting the envelope on audit.

and Further Study

three sides and flattening the

of Costs and envelope is sufficient to meet Benefits Are candling
requirements. This

Needed (GAO- 03299, process is sufficient to meet the Jan. 15,

candling requirements without 2003)

further light source viewing. All other methods of extraction require
viewing the envelope twice, through a light source, to meet the candling
requirement. 86 03- 24 Revise the LPG to require IRS Lockbox

Open. Many new requirements for Open. This is a new that during candling,

Banks: More

candling have been established. recommendation. We will review lockbox
bank employees Effective

However, we are still in the process IRS*s corrective actions during
record which machines and Oversight,

of analyzing the effectiveness of our fiscal year 2003 financial which
extraction clerks

Stronger Controls,

this as a requirement. Expected audit. missed items. (short- term)

and Further Study

due date April 1, 2003.

of Costs and Benefits Are Needed (GAO- 03299, Jan. 15, 2003)

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

87 03- 25 Revise the LPG to require IRS Lockbox

Closed. Instructions for candling Open. This is a new that lockbox bank

Banks: More

have been revised to require recommendation. We will review management
reconcile

Effective

management to reconcile items to IRS*s corrective actions during items
found during Oversight,

the Form 9535. The 2003 LPG was our fiscal year 2003 financial candling to
the candling Stronger Controls,

updated on January 31, 2003, via audit. records. (short- term)

and Further Study

Lockbox Electronic Bulletin alert, to of Costs and include this
requirement in the

Benefits Are LPG. LPG reference 3.2.8.

Needed (GAO- 03299, Jan. 15, 2003)

88 03- 26 Revise the LPG to require IRS Lockbox

Closed. All cash receipts are Open. This is a new that lockbox bank

Banks: More

documented on Form 9535. LPG recommendation. We will review management
reconcile

Effective

2003 was updated on January 31, IRS*s corrective actions during cash
payments to internal

Oversight,

2003, via Lockbox Electronic our fiscal year 2003 financial cash logs and
the cash

Stronger Controls,

Bulletin, to include the requirement audit. logs they provide to IRS. and
Further Study

to document immediately and for (short- term)

of Costs and management to reconcile

Benefits Are payments. LPG reference 3. 3.2.14.

Needed (GAO- 03299, Jan 15, 2003)

89 03- 27 Revise the LPG to require IRS Lockbox

Closed. The January 1, 2003, LPG Open. This is a new that lockbox
employees

Banks: More

included a requirement for a recommendation. We will review immediately
seek

Effective

lockbox site to notify the SPC IRS*s corrective actions during processing
guidance from

Oversight,

Lockbox Coordinator if it receives our fiscal year 2003 financial the
lockbox coordinator if

Stronger Controls,

timely postmarked mail after the audit. envelopes with timely and Further
Study

grace period. The Lockbox postmark dates are

of Costs and Coordinator will provide instructions received after the
postmark

Benefits Are for processing and assess the need review period has ended.

Needed (GAO- 03299, for further postmark review. See (short- term) Jan 15,
2003)

LPG reference 3.2.2. 1( 2). 90 03- 28 Enforce 180- day expiration
Management

Closed. IRS re- emphasized this Open. This is a new period for fingerprint
check

Report:

policy by e- mail to Background recommendation. We will review results
required when an Improvements

Investigations Coordinators and IRS*s corrective actions during individual
enters on duty.

Needed in IRS*s

Personnel Officers on September our fiscal year 2003 financial (short-
term)

Internal Controls

30, 2002, and during a conference audit. (GAO- 03- 562R,

call on October 9, 2002. In addition, May 20, 2003)

the Personnel Security and Investigations staff created and distributed an
Excel file that calculates the date when fingerprint results expire.

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

91 03- 29 Confirm with FMS that Management

Closed. On October 7, 2002, FMS Open. This is a new IRS*s requirements for

Report:

issued an amendment to the recommendation. We will review background and
fingerprint

Improvements

Courier MOU, which included the IRS*s corrective actions during checks for
courier services

Needed in IRS*s

requirement that all courier our fiscal year 2003 financial are met
regardless of

Internal Controls

employees satisfy the basic audit. whether IRS or FMS

(GAO- 03- 562R, investigation including an FBI negotiates the service

May 20, 2003) fingerprint and name check.

agreement. (short- term) 92 03- 30 Establish procedures to

Management

Open. IRS's Security Review Team Open. This is a new verify that courier
services

Report:

of Receipt and Control reviews recommendation. We will review are adhering
to the Improvements

compliance with the courier IRS*s corrective actions during standards
established for

Needed in IRS*s

requirements monthly, using the our fiscal year 2003 financial them by
IRS, including the

Internal Controls

Campus Security Checklist. On audit. requirement that the

(GAO- 03- 562R, April 17, 2003, IRS requested that courier service have
May 20, 2003)

FMS direct banks to issue a copy of insurance coverage. (shortterm) the
insurance certificate to their

aligned campus. In addition, FMS agreed to draft a memorandum to the
financial institutions advising them to regularly provide a copy of the
insurance certificates to IRS Headquarters.

93 03- 31 Enforce consistent Management

Open. IRS will issue a Open. This is a new implementation of policy

Report:

memorandum to all Submission recommendation. We will review limiting
personal

Improvements

Processing Field Directors by May IRS*s corrective actions during
belongings in receipt

Needed in IRS*s

15, 2003, requiring managers in our fiscal year 2003 financial processing
areas at

Internal Controls

receipt processing areas to ensure audit. service center campuses.

(GAO- 03- 562R, employees are adhering to (short- term) May 20, 2003)

established security procedures. This memorandum will require unit
managers in receipt processing areas to conduct random reviews of

employee compliance with all security policies. Beginning by June 30,
2003, IRS will verify managerial adherence to this direction during the
monthly Campus Security Reviews. The IRS Headquarters Security Review Team
will also conduct unannounced Campus Security Reviews at the campuses.

94 03- 32 Prohibit the storage of

Management

Open. IRS will include a Open. This is a new employees* personal

Report:

requirement in the IRM guidelines recommendation. We will review
belongings with cash

Improvements

to be issued June 30, 2003, stating IRS*s corrective actions during
payments and receipts at

Needed in IRS*s

that cash payments and Form 809 - our fiscal year 2003 financial IRS*s
TACs. (short- term)

Internal Controls

Receipt for Payment of Taxes must audit. (GAO- 03- 562R,

be stored separately from personal May 20, 2003)

belongings.

(Continued From Previous Page)

Status of recommendations Count No. Recommendation Source report Per IRS
Per GAO

95 03- 33 Revise candling

Management

Open. IRS is revising its IRM Open. This is a new procedures to specify
the

Report:

candling procedures to specify recommendation. We will review precise
candling methods

Improvements

precise first and final candling IRS*s corrective actions during to be
used based on the

Needed in IRS*s

methods. Scheduled completion our fiscal year 2003 financial dimensions of
the mail

Internal Controls

date is May 30, 2003. audit. processed and the

(GAO- 03- 562R, extraction method used for

May 20, 2003) both the first and the final candling. (short- term)

96 03- 34 Establish and implement

Management

Open. IRS will incorporate new Open. This is a new procedures prohibiting
a Report:

requirements in the IRM prohibiting recommendation. We will review single
employee from

Improvements

a single employee from performing IRS*s corrective actions during
performing the final

Needed in IRS*s

the final candling in a remote our fiscal year 2003 financial candling in
a remote Internal Controls

location. Scheduled completion audit. location. (short- term)

(GAO- 03- 562R, date is May 30, 2003. May 20, 2003)

97 03- 35 Determine which TACs do Management

Closed. IRS included guidelines in Open. This is a new not presently
accept Report:

its Fiscal Year 2003 Field recommendation. We will review payment of taxes
in cash Improvements

Assistance Operating Procedures IRS*s corrective actions during and issue
a memorandum

Needed in IRS*s

(FAOP) stating that all TACs will our fiscal year 2003 financial reminding
them of the Internal Controls

accept all standard forms of audit. requirement that cash be (GAO- 03-
562R,

payments from customers including accepted. (short- term) May 20, 2003)

checks, money orders, and cash. 98 03- 36 Establish a mechanism to
Management

Closed. IRS will include procedures Open. This is a new periodically
review Report:

in its operational reviews of TACs to recommendation. We will review
adherence to IRS*s policy

Improvements

ensure compliance with the FAOP IRS*s corrective actions during that
payment of taxes in

Needed in IRS*s

guidelines. Also, managers in the our fiscal year 2003 financial cash be
accepted. (shortterm)

Internal Controls

TACs are also required to complete audit. (GAO- 03- 562R,

an annual review to address this May 20, 2003) issue. Source: GAO and IRS.

Appendi I I x Details on Audit Methodology To fulfill our responsibilities
as the auditor of the Internal Revenue Service*s (IRS) financial
statements, we did the following:  We examined, on a test basis, evidence
supporting the amounts and

disclosures in the financial statements. This included testing selected
statistical samples of unpaid assessment, revenue, refund, accounts
payable, accrued expenses, payroll, nonpayroll, property and equipment,
and undelivered order transactions. These statistical

samples were selected primarily to substantiate balances and activities
reported in IRS*s financial statements. Consequently, dollar errors or
amounts can and have been statistically projected to the population of

transactions from which they were selected. In testing these samples,
certain attributes were identified that indicated either significant
deficiencies in the design or operation of internal control or compliance
with provisions of laws and regulations. These attributes, where
applicable, can be and have been statistically projected to the
appropriate populations.

 We assessed the accounting principles used and significant estimates
made by management.

 We evaluated the overall presentation of the financial statements.  We
obtained an understanding of internal controls related to financial
reporting (including safeguarding assets), compliance with laws and
regulations (including the execution of transactions in accordance with
budget authority), and performance measures reported in the

Management*s Discussion and Analysis.  We tested relevant internal
controls over financial reporting (including

safeguarding assets) and compliance, and evaluated the design and
operating effectiveness of internal controls.

 We considered the process for evaluating and reporting on internal
controls and financial management systems under the Federal Managers*
Financial Integrity Act.

 We tested compliance with selected provisions of the following laws and
regulations: Anti- Deficiency Act, as amended (31 U. S. C. S:1341( a)( 1)
and 31 U. S. C. S:1517( a)); agreements for payment of tax liability in
installments (26 U. S. C. S:6159); Purpose Statute (31 U. S. C. S:1301);
release of lien or discharge of property (26 U. S. C. S:6325); interest on

underpayment, nonpayment, or extensions of time for payment of tax (26 U.
S. C. S:6601); interest on overpayments (26 U. S. C. S:6611);
determination of rate of interest (26 U. S. C. S:6621); failure to file
tax return or to pay tax (26 U. S. C. S:6651); failure by individual to
pay estimated income tax (26 U. S. C. S:6654); failure by corporation to
pay estimated income tax (26 U. S. C. S:6655); Prompt Payment Act (31 U.
S. C. S:3902 (a), (b), and (f), and 31 U. S. C. S:3904); Fair Labor
Standards Act of 1938, as amended (29 U. S. C. S:206); Civil Service
Retirement Act of 1930, as amended (5 U. S. C. S:S: 5332, 5343); Federal
Employees' Retirement System Act of 1986, as amended (5 U. S. C. S:S: 8422
and 8423); Social Security Act, as amended (26 U. S. C. S:S: 3101 and
3121, and 42 U. S. C. S:430); and Federal Employees Health Benefits Act of
1959, as amended (5 U. S. C. S:S: 8905, 8906, and 8909).

 We tested whether IRS*s financial management systems substantially
comply with the three requirements of the Federal Financial Management
Improvement Act.

Appendi I I I x Comments from the Internal Revenue Service

Appendi V I x GAO Contact and Staff Acknowledgments GAO Contact Steven
Sebastian, (202) 512- 3406 Acknowledgments In addition to the person named
above, Casey Keplinger, Larry Malenich,

Paul Foderaro, Chuck Fox, Yola Lewis, John Davis, William Cordrey, Valerie
Freeman, Alain Dubois, George Jones, Leonard Zapata, and Gloria Cano made
key contributions to this report.

(196002)

a

GAO United States General Accounting Office

Many of GAO*s open audit recommendations to IRS were made during the past
6 months; others, however, have been outstanding for an extended period of
time. The continued existence of these problems exposes IRS to loss due to
errors or theft and impairs the reliability and availability of current,
accurate financial information that management needs to make decisions on
a day- to- day basis.

Of 98 recommendations related to financial management (consisting of 62
recommendations open as of July 2002, 27 recommendations included in GAO*s
January 2003 report on management and oversight at lockbox banks, and 9
new recommendations included in GAO*s management report for fiscal year
2002), GAO is closing 20 because of actions IRS has taken to address the
issues that gave rise to them. These actions were verified by GAO in the
course of conducting the audit of IRS*s fiscal year 2002 financial
statements.

Of the remaining 78 financial management recommendations GAO considers
open as of the date of this report, 73 are short term (capable of being
addressed within 2 years) and 5 are long term (expected to require more
than 2 years to implement). IRS considers 34 (44 percent) of the 78
recommendations to be closed. For 26 of these 34, including 15 related to
GAO*s recent report on lockbox banks, GAO considers them still open
because it has not yet had an opportunity to verify the actions taken by
IRS. The actions cited by IRS are recent and were taken after GAO*s
financial statement audit work for the year was completed. For 8 of the 34
recommendations that IRS considers closed, GAO found that action taken by

IRS has not yet been fully effective in addressing the condition that gave
rise to the recommendation. IRS disagrees with the remaining
recommendation.

IRS continues to exhibit a strong commitment to addressing its ongoing
financial management problems and has made improvements in recent years
that have resulted in the closing of many recommendations. At the same
time, the continued existence of the serious financial management

weaknesses that gave rise to the remaining open recommendations represents
a serious obstacle that IRS needs to overcome to achieve effective
financial management.

GAO will continue to monitor IRS*s progress in implementing the 78
recommendations that remain open as of the date of this report. IRS
expects GAO to find in its fiscal year 2003 financial audit that IRS has
taken corrective actions to allow closure of another 34 recommendations.
In addition, IRS has stated that it is actively working to implement
corrective actions to address all remaining open recommendations. In its
role as the nation*s tax

collector, the Internal Revenue Service (IRS) has a demanding
responsibility in collecting taxes, processing tax returns, and enforcing
the nation*s tax laws. Since GAO*s first audit of IRS*s financial
statements in fiscal year 1992, a number of weaknesses in

IRS*s financial management operations have been identified. In related
reports, GAO has recommended corrective action to address those
weaknesses. Each year as part of the annual audit of IRS*s financial
statements,

GAO not only makes recommendations to address any new weaknesses
identified but also follows up on the open weaknesses GAO identified in
previous years* audits. The purpose of this report is to assist IRS
management in tracking the status of audit

recommendations and actions needed to address them.

GAO did not make any new recommendations.

www. gao. gov/ cgi- bin/ getrpt? GAO- 03- 665. To view the full report,
including the scope and methodology, click on the link above. For more
information, contact Steven J. Sebastian at (202) 512- 3406, sebastians@
gao. gov. Highlights of GAO- 03- 665, a report to the

Commissioner of Internal Revenue

May 2003

INTERNAL REVENUE SERVICE

Status of Recommendations from Financial Audits and Related Financial
Management Reports

Page i GAO- 03- 665 Status of Recommendations

Contents

Contents

Page ii GAO- 03- 665 Status of Recommendations

Page 1 GAO- 03- 665 Status of Recommendations United States General
Accounting Office Washington, D. C. 20548

Page 1 GAO- 03- 665 Status of Recommendations

A

Page 2 GAO- 03- 665 Status of Recommendations

Page 3 GAO- 03- 665 Status of Recommendations

Page 4 GAO- 03- 665 Status of Recommendations

Page 5 GAO- 03- 665 Status of Recommendations

Page 6 GAO- 03- 665 Status of Recommendations

Page 7 GAO- 03- 665 Status of Recommendations

Appendix I

Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

Page 8 GAO- 03- 665 Status of Recommendations

Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

Page 9 GAO- 03- 665 Status of Recommendations

Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

Page 10 GAO- 03- 665 Status of Recommendations

Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

Page 11 GAO- 03- 665 Status of Recommendations

Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

Page 12 GAO- 03- 665 Status of Recommendations

Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

Page 13 GAO- 03- 665 Status of Recommendations

Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

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Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

Page 15 GAO- 03- 665 Status of Recommendations

Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

Page 16 GAO- 03- 665 Status of Recommendations

Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

Page 17 GAO- 03- 665 Status of Recommendations

Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

Page 18 GAO- 03- 665 Status of Recommendations

Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

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Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

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Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

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Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

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Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

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Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

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Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

Page 25 GAO- 03- 665 Status of Recommendations

Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

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Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

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Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

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Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

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Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

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Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

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Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

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Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

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Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

Page 34 GAO- 03- 665 Status of Recommendations

Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

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Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

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Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

Page 37 GAO- 03- 665 Status of Recommendations

Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

Page 38 GAO- 03- 665 Status of Recommendations

Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

Page 39 GAO- 03- 665 Status of Recommendations

Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

Page 40 GAO- 03- 665 Status of Recommendations

Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

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Appendix I Status of GAO Recommendations from Prior IRS Financial Audits
and Related Management Reports

Page 42 GAO- 03- 665 Status of Recommendations

Page 43 GAO- 03- 665 Status of Recommendations

Appendix II

Appendix II Details on Audit Methodology

Page 44 GAO- 03- 665 Status of Recommendations

Page 45 GAO- 03- 665 Status of Recommendations

Appendix III

Page 46 GAO- 03- 665 Status of Recommendations

Appendix IV

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