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4. Forward all prenotifications, Quarterly Reports, Certifications and Exceptions/Reconsiderations to the appropriate key district office analysis group for processing.

5. Use of Form 3210 Document Transmittal, is recommended for transshipping reports, or related documents, to the point of processing (within IRS or to CLC) and likewise back to the key district control unit after processing is complete. Proximity to the control unit may dictate the use of the Form 3210, however, the importance of maintaining air-tight control of these documents during transshipment to and from the control unit cannot be over emphasized.

(c) Receive Control/Action Sheets or Exception/Reconsideration Summary Sheets from analysis group to report status or location changes.

1. Forward the document to the data entry terminal station. See Section 5.05.

2. If applicable, distribute reports or related documentation to the National Office or COLC for review. (Location changes 1 and 2).

(d) Receive closed Forms CLC-22 or Exceptions/Reconsiderations from key district office analysis groups.

1. Make appropriate postings to the control register.

2. Review Control/Action Sheet or Exceptions/Reconsideration Summary Sheet to determine whether analyst has entered appropriate completion, status or location codes.

3. Forward a photocopy of Forms CLC-22-Prenotifications and the Control/Action Sheet to the address for the Cost of Living Council provided in .04b-1 of this section. Complete item 14 of the Control/Action Sheet-"Copy to COLC"

4. Forward closed submissions to the IRS-CLC data entry station prior to distribution as directed by the Control/Action Sheet. See Section 5.05.

(e) Receive submission folder at control unit after final data entry. 1. Distribute submission pursuant to completion code referenced on Control/Action Sheet or Exception/Reconsideration Summary Sheet.

2. File closed case in Key District Master File of Reports.
.05 Data Entry to IRS-CLC Data Processing System

(a) Segregate incoming material into following:

1. CLC-22's (Initial entry)

2. Exceptions (Initial entry)

3. Control/Action sheets for status/location change

4. Exception/Reconsideration Summary sheets for status/location change.

5. Certifications.

(b) Divide workload so work blocks are formed by program used. Avoid changing programs frequently since considerable time is lost. (c) Enter data as prescribed in IRS/ESP Terminal Operations Manual (8/7/73) within 48 hours of receipt by IRS.

(d) After initial entry of Forms CLC-22 or Exceptions on the data base:

1. Complete item 16 of Control/Action Sheet-"Initial Data Entry".

2. Prepare photocopy of Control/Action Sheet or Exceptions/ Reconsideration Summary Sheet and file as a record of terminal input.

3. Forward submission folder to control unit for distribution to CLC or key district office analysis group.

(e) After entry of Control/Action Sheets or Exception/Reconsideration Summary Sheets submitted for Status or location changes: 1. File by date of entry as a record of terminal input

2. After entry is verified on the Daily Summary Report described in Section 8.02 of this chapter, file in the Master File for that firm.

(f) After entry of closed submissions of Forms CLC-22 or Exceptions/Reconsiderations.

1. Hold submission folder for one day to verify that entry was effected using the Daily Summary Report.

2. After verification that data entry was effected, forward
submission folder to control unit for distribution.

Section 6. Control of Submissions Manually Processed at Key District

.01 Some types of submissions which are manually processed at the key district offices are

(a) Merchandise Plans (Schedule T)

(b) Forms S-55 Requests for Modification of Prenotifications .02 Complete items 1 through 10 of the Control/Action Sheet pursuant to instructions in Exhibit 1-E. Post the following information to the Control Register: pursuant to instructions in Exhibit 1-E. (a) Control Number

(b) Firm Name (Parent/Pricing Entity)

(c) Received Date

(d) Type

(e) Group Assigned to

.03 Forward submissions to analysis group for processing. Use of Form 3210, Document Transmittal is recommended.

.04 Upon receipt of documents in the analysis group of the key district office, match the control numbers listed on Form 3210, Document Transmittal, which accompanied the shipment, to the control numbers on the documents received.

.05. Prepare a standard 3 x 5 index card, copy of Control/Action Sheet, or Form 7000 Assembly for each manually controlled document received in the branch or section.

.06 Any document that requires processing within 30 or 60 calendar days, should be tagged for special review by the branch or section. chief. The index cards for these cases should be filed by completion date (item 8 of the Control/Action Sheet).

.07 The index card should contain control number of document, received date by Key District (date stamp) and completion date. Additional items which may assist the branch or section chief maintain control over these critical work units are: Firm Name, analyst assigned the document, date assigned, date forwarded to the National Office.

.08 The branch or section chief must make frequent review of the index file to assure the timely processing of submissions assigned to his section.

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.09 Upon completion of processing at the key district office the analyst assigned the document must enter the date of the appropriate closing action taken in the completion code section of the Control Action Sheet. Complete the location change section of the Control Action Sheet if appropriate. See Exhibit 1-C for instructions.

.10 Upon completion, the index card maintained for that document should be posted with the action and date. A Form 3210, Document Transmittal should accompany the completed reports when routing them to the Key District office control unit.

.11 Forward the submission to the control unit for posting results of case to the Control Register and distribution of this file.

Section 7. Key District Master File of Reports

.01 Forms CLC-22, or related documents, are received by the Key District control unit after processing by the key or associate district office. After making the appropriate postings to the respective control registers, as described in Section 3 the control unit may be required to make distribution of the reports to the Cost of Living Council, Assistant U.S. Attorney, National Office, or filed as a closed case in the Master File of Reports.

0.2 The Master File of reports, or related documents, should be offlimits to all but authorized Key District office personnel. The Key District Stabilization Manager should take all necessary steps to assure that the security of these files is not violated.

0.3 The Master File of reports should be filed in alphabetic sequence. In filing documents, the most current submission of that firm should be filed in front of prior submissions.

0.4 There will be occasions when a Form CLC-22, or related document, must be withdrawn from the Master File. A charge-out card must be inserted in place of the document and referencing the individual's name, office location and date of withdrawal.

Section 8. Management Reports

0.1 Reports on submissions are outputs of the IRS-CLC computer system, and are designed to detail the daily activity of the district office submission processing. More importantly, reports on case inventory include a complete history of status changes with associated dates. elapsed days within status and clock stop/start entries. As recommended in Section 9.01 of this Handbook, these reports may be run by district office analysis group and used for inventory control by the group chiefs.

.02 The reports currently available are,

(a) The (DAILY) summary report. This report is intended to be run each morning to summarize the previous day's production. DAILY includes:

(1) A list of new submissions entered

(2) A count of new submissions entered

(3) A list of any status changes on old submissions

(4) A list of any new company setups performed by CLC (b) The Company List report (COLIST).—This is a control list of all companies currently defined on the district file. Updated COLIST reports can be run as often as required to minimize manual notation.

(c) The 20 Day report (20DAY).—This is an inventory of cases over twenty days old. Any cases on which a clock-stopped status has been set are marked with an asterisk.

(d) The Query report (QUERY).-For an individual submission, this report details each case including a complete status history with elapsed days within status.

(e) The (RECAP) report.-This report includes the same Information as DAILY for any specified day or range of days in the past. A typical use of RECAP would be to produce a summary of data entry for a whole week or month.

(f) The Quarter Ending report (QEND).—This report is a list of companies on file whose quarters end within 10 days of a specified date. The QEND report is useful in tracking actual receipt of quarterly reports against expected filings.

(g) The (NOFYE) report. This report is a list of companies on file whose fiscal year end date is unknown. This is to assist the district office in contacting these companies to obtain the correct date.

(h) The Group Inventory report (GROUP).—This report is a list of active cases listed by group assignment. This provides each group at the district with an inventory of cases for which they are currently responsible.

.03 Detailed instructions for retrieving these reports will be in the IRS/ESP Terminal Operators Manual.

.01 In addition to the reports listed above, a series of management information reports of Phase IV activities and inventories will be published by Cost of Living Council. The cut off of these weekly reports is close of business each Thursday. Since these inventory reports will not reflect cases closed during this report period, use the Daily Summary Reports (.02a 3 above) to determine cases which were closed.

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