Can’t Wait?

Date stamp the request if written or faxed.

Research i-trak, TAMIS and/or IDRS to identify the issues involved and the appropriate office to which to assign the inquiry.

Control the inquiry on TAMIS (see below for unique input items).

Work tax-related inquiries in the local TAS office in the member’s home state. The intent is for case-related Congressional inquiries to be controlled and worked by the local TAS offices. Cases requiring assistance from a campus should be coordinated via an OAR. If, under unusual circumstances, a transfer is necessary, the documents should be faxed to the assigned office or express mailed if they require the taxpayer’s original signature(s).

Forward non-tax-related inquiries to the GL. The GL decides whether to work the case, or if the case is national in scope forwards it to LA for assignment. LA assigns these inquiries in i-trak to the appropriate FU to prepare a response. The FU works all cases assigned by LA. Do not forward these cases back to TAS.

Attempt to reach the Congressional staff by telephone to acknowledge receipt of the inquiry. See IRM 13.1.7.5.2, Initial Case Actions/Contact By the Case Advocate (Criteria 1–4), and IRM 13.1.7.6.3,Initial Case Actions/Contact by the Case Advocate (Criteria 5–7) . Contact the Congressional office for permission to respond to the taxpayer directly.

Each Congressional inquiry and subsequent inquiries will be controlled on TAMIS. Refer to IRM 13.4.5.2.2.2, Congressional Screen.

Timely resolution and the best interest of the taxpayer should always be the deciding factors when determining the office responsible for any needed actions. Consistent information and correspondence must be given to the Congressional office and the taxpayer. Refer to IRM 13.1.8.9 , Congressional Letter Writing, for procedures for responding to Congressional inquiries.

Control the case on TAMIS (if not already controlled on TAMIS).

Annotate the TAMIS case file number in the "Other ID NO: " section of the i-trak ticket. If a prior TAMIS/i-trak case exists, annotate this information in the HISTORY/COMMENTS section of the i-trak control ticket. Include the TAMIS case file number, name and telephone number of the case advocate assigned to the case in the HISTORY/COMMENTS section of the i-trak ticket.

The receiving office should immediately contact the Congressional office to advise the staff of the assignment of the inquiry to the TAS office. Follow timeframes established in IRM 13.1.7.5.2, Initial Case Actions/Contact by the Case Advocate (Criteria 1–4) and IRM 13.1.7.6.3, Initial Case Actions/Contact by the Case Advocate (Criteria 5–7). Normally a Congressional office represents the taxpayer; therefore, TAS needs to use the standard Congressional letter template when responding to Congressional offices.

If an i-trak Congressional assignment from National Office is sent to your office in error, immediately (within one workday) transfer the case to the correct office with a detailed explanation of why the case should be transferred. Before transferring, ensure the timeframe for Congressional acknowledgment has not passed. If the timeframe has passed or is about to pass, acknowledge the case and then transfer it to the correct office.

Take appropriate actions and document i-trak and TAMIS. Extension requests must be input to i-trak and TAMIS with a detailed explanation of the reasons for an extension. National Office approval is not required unless specifically requested by the controlling office.

Legislative Affairs must review the written response to an i-trak controlled Congressional case prior to issuance. Fax the incoming letter and the draft response letter to Legislative Affairs at 202–927-9613 for review. Include the i-trak control number on the fax cover sheet.

Make appropriate corrections to letter once returned from Legislative Affairs.

Secure appropriate signature and send closing letter.

Scan final closing letter signed by the LTA into i-trak. Close i-trak control and close case on TAMIS. Update histories on both i-trak and TAMIS.

Enter the date of the closing contact, either by correspondence or telephone on the Congressional screen of TAMIS. Refer to IRM 13.4.5.2.2.2, Congressional Screen.

Written responses are not mandatory unless requested by the Congressional office. Telephone closures are acceptable. Document on TAMIS and i-trak the details of the phone call that closed the case. Include the date of the call and the name of the person you spoke to in the Congressional office.

These cases are subject to the TAS quality review guidelines (e.g., acknowledgment, timeliness of actions, extension of estimated completion dates, etc).

In the closing paragraph, the NTA/ATA/LTA must include his/her contact telephone number.

If the letter is to a taxpayer, RRA98 requires you to include your identification number(s) or badge number in the letter. The case advocate employee number should be included if the case advocate is referenced as a contact person in the letter.

Do NOT include hours of availability or operation in Congressional responses. Do NOT use pattern letters. On all Congressional correspondence, use the approved method for incorporating your local address within the letter. See Exhibit 13.1.8-2, Sample Congressional Letter,for an acceptable letter template.