Area 1 Committee Meeting Minutes

October 28, 2003
Teleconference

Opening of the Meeting
Chair Grimaldi welcomed the members to the meeting. He indicated that Sandra Ramirez would act as DFO as Peter Gorga had another commitment. He also said that two individuals would join the call, IRS Media Specialist Kevin McKeon and Lee Knox of the software company Procerius, Inc.

Roll Call

Panel Members Attending

• Aimee Brace, NY
• Elizabeth Brodbine-Ghoniem, MA, Vice Chair
• Walter Fish, NY
• William Gedge, CT
• James Grimaldi, NY, Chair
• Catherine Kelly, ME
• Diane Mignano, RI
• Paul Nagel, NY
• Sandra Ramirez, NY, Acting DFO
• Charles Silva, MA

Panel Members Absent

• Peter Gorga, Jr., NY, DFO (Excused)
• Shamsey Oloko, NY (Excused)
• Eileen Shuman, VT

TAP Staff Attending

• Marisa Knispel, TAP Program Analyst

Guest

• Kevin McKeon, Media Specialist

Public

• Lee Knox, Procerius, Inc.

Public Presentation
Lee Knox introduced himself and explained that Procerius, Inc. produces tax voice technology software. Their product is a system that delivers tax return status information, automatically, by phone to taxpayers across the nation. This product earned its patent in May of 2003 and has been fielded to Jackson Hewitt offices throughout the country.

The system contacts the taxpayer by phone to request information to correct errors in the tax return. Afterwards, it records the contact. Its methodology allows for prevention of wrongful disclosure by requesting that the taxpayer identify himself or herself and supply key information that only the correct taxpayer would know. For e-filed tax returns, the contact would be made based upon the reject code. The system will follow up by calling the taxpayer, requesting identification and an explanation of the error. Kelly asked if the system would be able to follow up in requesting documentation to show proof of eligibility of the Earned Income Tax credit, for example. Knox said yes, the system could be set up to deliver instructions and request a birth certificate or other type of documentation.

The system provides a “code 2” for taxpayers who do not appreciate the automated contact, meaning the system will not call back the taxpayer. At that point, the organization responsible for the contact will follow up.

The methodology may be implemented with a large system like a server or a small one like a personal computer.

Knox said that 150 Jackson Hewitt agencies have found the system most gratifying. It is a more cost effective way of delivering messages and a way to receive an instantaneous response. By using the system, Knox said, the IRS would have immediate access to fraud since it gives notification to the affected taxpayer. For example, a taxpayer whose Social Security Number was stolen and used to file the tax return.

Brace asked Knox what he wanted the TAP to do for Procerius, Inc. Knox explained that introducing this system at the IRS could be an asset for the organization; he, however, does not know who the decision maker would be to pursue it. Brace asked if he wanted TAP to recommend to the IRS to endorse or to use the system? Knox responded that a little of both would be convenient. He said that since the IRS is involved in tax preparation, the system may be used by all tax preparers.

Ghoniem asked Ramirez if there was a department in the IRS that dealt with procurement, as it may be the most appropriate route to approach this issue. Ghoniem feels that introducing this system into the IRS is not within the TAP's scope.

Ramirez promised to assist Knox in obtaining an IRS contact to present this product to. Ghoniem added that if TAP were to endorse the system, the members should first read the promotional material on it and have a demonstration of how it works. Knispel will send all members the material that Knox provided Ramirez.

Knox ended his presentation by thanking all the members for the opportunity to participate in this meeting and withdrew from the meeting.

Meeting Minutes
Grimaldi made a couple of corrections to the minutes of October 4, 2003. Silva motioned to accept the amended minutes and Kelly seconded the motion.

Subcommittee Reports
Nagel and Brace have written a proposal on recommending that the IRS include a footer in each tax form, instruction and publication that reads: “to offer suggestions on how to improve this form, contact improveirs.gov or the taxpayer Advocacy Panel at 1-888-912-1227”. Brace will forward the written proposal to Knispel to be placed in the correct format, share with the members and upon their approval, elevate it to the Joint Committee.

On the financial literacy issue, Grimaldi is working with Brooklyn's Borough President to formulate a literacy program for Brooklyn schools. They will present this program to the Chancellor of NYC Board of Education to be introduced in all NYC schools. Silva stated that the different school districts have different curriculums and may use different programs; we need to have a uniform and mandatory implementation of the program. Grimaldi added that if successful, the program might be extended to private schools, and other states.

Nagel added that the Schedule C Non-Filer Issue Committee is working on the issue of financial literacy with this schedule.

The next report was on the issue of tax payments made under EFTPS. Grimaldi explained that he is working on this proposal to recommend that IRS extend the time that the payment information is available to taxpayers to 36 months.

New Issues
The members discussed the issue received via the TAP's toll-free line about the taxpayer who received an IRS notice addressed to both her deceased husband and herself. The word “deceased” was used instead of the husband's last name and after his first name. The taxpayer expressed that this manner of addressing correspondence to surviving spouses was insensitive. Fish tried calling this taxpayer for further comments and she could not be reached. Knispel performed research on the way that IRS records the death of a taxpayer in its system and on the way correspondence is sent to a surviving spouse. She gathered information from IRS campus' analysts and will continue to obtain more information on the subject. Brace stated that she agreed with the IRS' methodology and the reasons why it is done this way. Discussion followed on refund checks addressed to the deceased taxpayer.

Grimaldi read the latest taxpayer's contact that Knispel referred to him from the TAP Database. The taxpayer claims to have called the toll-free line with an inquiry on IRAs. The assistor who answered the phone said that he was in training and was unable to answer his question. The taxpayer suggests that IRS should not outsource the toll-free line. He is worried about the level of confidence with tax advice given by someone who is not an IRS employee.

The question from the members is what toll-free line is the taxpayer referring to? Ramirez added that she was not aware that IRS was outsourcing the toll-free line. Knispel will contact this taxpayer to inquire further about his complaint and suggestion.

Brace shared with members the fact that IRS has created a system that allows taxpayers who e-file their tax returns to email a question to the IRS and receive a response within 48 hours. The system serves as an incentive to e-file, so it is only available to e-filers.

Report on Joint Committee
Grimaldi said that the News Carrier proposal submitted by Kelly was well received by the Joint Committee. He also told Silva that his suggestion to hold a second meeting with all TAP members present would be considered at the Joint Committee's next meeting.

TAP Speaker Report Form
Grimaldi requested that all members submit their request and report on their outreach presentations and events by completing this form. Knispel provided all members with a copy of the Form in the October 24th email.

Outreach
At the time this part of the agenda commenced, guest McKeon had not joined the teleconference. Grimaldi explained that media specialists like McKeon are a great source of outreach. Ramirez emphasized that the media specialists are a source for members to advertise the TAP through the media, not a source for issue-related outreaches. She added that she contacted all the Area 1 Local Taxpayer Advocates to remind them to work closely with the TAP members in their respective areas.

Later in the discussion, Media Specialist McKeon joined the call. He apologized for his lateness and said that in the interest of time, he is willing to join the Committee at the next meeting. Grimaldi invited McKeon to participate in December's face-to-face meeting in NYC.

Face-To-Face Meeting
Grimaldi reminded all members that the first FY2004 face-to-face meeting will be in New York City on December 8 and 9, 2003. December 7th will be a travel day. The meeting will take place December 8th, from 9:00 am to 5:00 pm ET and December 9th, from 9:00 am to 12:00 pm. This is a change from the initial time of 8:00 A.M. to allow commuting members more time to travel.

Knispel made reservations at the Millennium Hotel in midtown Manhattan and will reserve a conference room at the IRS midtown office for those days. More information will follow.

Closing Assessment
Grimaldi thanked all members and guests for their participation.

Meeting closed at 12:10 PM EST.

Next meeting will be Tuesday, November 25, 2003 at 11:00 am EST.

Action Items
Brace will forward proposal on statement added on IRS forms and publications to Knispel who will place it in proper format and share with committee members.

Knispel will contact taxpayer referred to committee via TAP Database to inquire on his complaint and suggestion.

Knispel will email more information on the face-to-face meeting in NYC.

Ramirez will provide contact information to Lee Knox.

Attachments