HIGHLIGHTS: A Comprehensive Strategy Is Needed to Address the
Significant Backlog of Adjustment Source Documentation Inventory
Final Evaluation Report issued on June 3, 2024 Report Number 2024-IE-R013
Evaluation
At times business and individual
taxpayers require the IRS to adjust
their tax accounts. When a tax
adjustment is made on a business
or individual taxpayer’s tax
account, the IRS office that makes
the adjustment is required to send
all documentation supporting the
adjustment to one of its Tax
Processing Centers located in
Austin, Texas; Kansas City,
Missouri; or Ogden, Utah. When
the adjustment is made, a
Form 5147,
Integrated Data
Retrieval System Transactions
Record
, is printed at the Tax
Processing Center and paired with
the source documents supporting
the tax adjustment transaction.
This evaluation was initiated to
determine whether a business
justification exists for the
continued use of paper source
documents to support electronic
tax account transactions and if
improvements can be made with
the adjustment source
documentation process.
Impact on Tax Administration
Effective and efficient processing
of adjustment source
documentation is necessary to
ensure that source documents
supporting adjustments to
taxpayers’ accounts can be timely
located in the event they are
requested by an IRS functional
If source documents cannot be
located timely, taxpayers are
burdened with the responsibility of
providing tax documents that were
previously sent to the IRS.
The IRS faces challenges in its ability to eliminate the backlog of
adjustment source documents to be associated with a corresponding
Form 5147. As of November 2023, the IRS reports having over 2.6
million source documents that need to be associated with the
corresponding Form 5147. TIGTA also found that the IRS has not
developed a comprehensive strategy that outlines actions the IRS
plans to take, the resources needed, and the time frame to resolve
this backlog.
Our review of IRS adjustment source document inventory reports
identified significant inaccuracies in the reporting of these
inventories. For example, for the week ending October 27, 2023, the
IRS inaccurately reported a closure of over 600,000 adjustment
source documents at the Ogden Tax Processing Center. After TIGTA
brought this to their attention, IRS management confirmed that the
report was inaccurate, noting that the true number of closures was
around 96,000. In addition, the inventory reports were not being
timely updated to accurately reflect transshipment closures on a
weekly basis.
In September 2023, the Ogden Tax Processing Center sent three
shipments of adjustment source documentation totaling 341,773 to
the Federal Records Center out of numerical order. The IRS’s
contract with the National Archives and Records Administration
requires processed adjustment source documents be placed in
numerical order before they are sent to the Federal Records Center.
In addition, the Kansas City Tax Processing Center included various
items that did not belong in the adjustment source documentation
transshipments to the Ogden Tax Processing Center on four shipping
pallets.
What TIGTA Recommended
TIGTA recommended that the Commissioner, Wage and Investment
Division: (1) conduct a comprehensive inventory of its adjustment
source documents to update and correct current inventory records;
(2) ensure management personnel review the
Miscellaneous
Monitoring Report
; (3) finalize and execute the plan to rebalance the
adjustment source documentation workload across the Tax
Processing Centers; (4) develop a strategy to resolve the adjustment
source documentation backlog; (5) coordinate with the Federal
Records Center to determine the steps that need to be taken to
correct the adjustment source documents already sent out of
numerical order; (6) ensure that all adjustment case files sent to the
Federal Records Center are in numerical order; and (7) develop
policies and procedures to ensure the accuracy of shipments
between Tax Processing Centers. The IRS agreed with all the
recommendations in this report.