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Authority for holding conferences with taxpayers and/or their representatives is contained in 26 C.F.R. §§ 601.501-509. These regulations apply to all offices of the Service in all matters under the jurisdiction of the Service and apply to practice before the Service.

Taxpayer conferences in criminal tax cases are within the authority and are the responsibility of the SAC. The Criminal Tax attorney is an integral partner in the process and should take an active role in the coordinating, scheduling, and participating in these conferences.

While a taxpayer conference is not a matter of right, an invitation for a conference will be extended unless it is concluded that offering a conference would serve no purpose.

Normally, only one conference will be afforded to each taxpayer in the case. If Criminal Investigation and Counsel personnel conclude a second conference would aid in resolving questionable issues, it should be granted, recognizing the need for expeditious processing and avoiding unnecessary delay.

When there is a grand jury investigation, or when the grand jury investigation results in a case evaluation, no taxpayer conference will be held unless requested by a US Attorney or Department of Justice (DOJ).

In IRC § 7215 cases, a conference will not be offered unless it can be scheduled in time to meet the 15-day processing requirement.

The taxpayer conference procedures to be followed in sensitive cases are the same procedures to be followed in non-sensitive cases, except that the conferences are coordinated between the attorney in the Headquarters Office of the Associate Chief Counsel (CT) and the Director of Field Operations.

Counsel’s review and evaluation of sensitive cases occurs in the Office of the Associate Chief Counsel (CT) and referral of sensitive cases for prosecution requires the written concurrence of the Director of Field Operations.

Within generally five workdays after assignment of a criminal case, the Criminal Tax attorney will coordinate with the SAC the issuance of a notification letter to the taxpayer or representative offering a conference at a location designated by the SAC. At the option of the SAC, the Criminal Tax attorney may prepare the letter for the SAC’s signature to the taxpayer or representative offering a conference at a location designated by the SAC.

The conference should be scheduled approximately two weeks from the date of the letter. Reasonable alternatives may be permitted for the convenience of both parties. The case may not stagnate, however, awaiting a convenient conference date. Delay of the conference beyond 30 days from the date of receipt of the case should be permitted only in unusual circumstances and only with the approval of the Area Counsel (Criminal Tax).

The following table illustrates the requirements of a letter offering a conference.

Evidence of settlement or attempted settlement of a disputed claim is inadmissible when offered as admission of liability or the amount of liability. Fed. R. Evid. 408. Therefore, the following sentence will be included in all conference letters:

Pursuant to Treasury Department Circular 230, Section 10.3, the persons described in paragraphs (2) through (6) may practice before the Service.

Any attorney who is not currently under suspension or disbarment from practice before the Internal Revenue Service may practice before the IRS by filing a written declaration that he or she is currently qualified as an attorney and is authorized to represent the party or parties on whose behalf he or she acts.

Any certified public accountant who is not currently under suspension or disbarment from practice before the IRS may practice before the IRS by filing a written declaration that he or she is currently qualified as a certified public accountant and is authorized to represent the party or parties on whose behave he or she acts.

Any individual enrolled as an agent pursuant to this part who is not currently under suspension or disbarment from practice before the IRS may practice before the IRS.

Any individual who is enrolled as an actuary by the Joint Board for the Enrollment of Actuaries pursuant to 29 U.S.C. § 1242 who is not currently under suspension or disbarment from practice before the IRS may practice before the IRS by filing a written declaration stating that he or she is currently qualified as an enrolled actuary and is authorized to represent the party or parties on whose behalf he or she acts. Practice as an enrolled actuary is limited to representation with respect to certain issues outlined in Section 10.3 of Circular 230.

Any individual qualifying under paragraph (d) of § 10.5 or § 10.7 of Circular 230 is eligible to practice before the IRS to the extent provided in those sections.

No officer or employee of the United States in the executive, legislative, or judicial branch of the Government, or in any agency of the United States, including the District of Columbia, may practice before the IRS, except that such officer or employee may, subject to the conditions and requirements of these regulations and of 18 U.S.C. § 205, represent a member of his/her immediate family or any other person or estate for which he/she serves as guardian, executor, administrator, trustee, or other personal fiduciary.

No Member of Congress or Resident Commissioner (elected or serving) may practice before the IRS in connection with any matter for which he/she directly or indirectly receives, agrees to receive, or seeks any compensation. 18 U.S.C. § 205.

No officer or employee of any State, or subdivision thereof, whose duties require him/her to pass upon, investigate, or deal with tax matters of such State or subdivision, may practice before the IRS, if such State employment may disclose facts or information applicable to Federal tax matters.

The taxpayer may bring witnesses to the conferences. Should the taxpayer desire the witness to remain during the conference, during times when the taxpayer’s return information is to be discussed, the taxpayer’s consent must be obtained before any Service employee may disclose the taxpayer’s return information in the presence of the witness. The taxpayer may provide a written consent or expressly state his consent to the disclosure at the start of the conference. Service employees may not infer from the taxpayer bringing a witness that the taxpayer consents to the disclosure of his return information. Service employees should note in the case file the fact of the taxpayer’s oral consent. See IRM 11.3.3.2.1.

All conferences should be attended by the SAC (or ASAC upon designation by the SAC) and the Criminal Tax attorney assigned to the case. The Criminal Tax attorney will assist in the legal and technical discussion. An official note taker should be designated and that person can be the Criminal Tax attorney, the SAC or another Counsel or Criminal Investigation employee.

The attendance of investigating personnel at the conference is generally discouraged because the presence of investigating personnel may tend to inhibit the taxpayer and/or the taxpayer’s representative in a free discussion of all facets of the case. Nevertheless, with the approval of the SAC and the concurrence of the Criminal Tax attorney, the special agent and/or revenue agent may attend the conference if the agent’s presence is essential to having a meaningful conference.

Prior to, or at the beginning of the conference, the SAC must ascertain that the taxpayer’s representative(s) has filed a Declaration of Representative accompanied by either a Form 8821, Tax Information Authorization ( http://publish.no.irs.gov/getpdf.cgi?catnum=11596), or a Form 2848, Power of Attorney and Declaration of Representative ( http://publish.no.irs.gov/getpdf.cgi?catnum=11980).

The printed forms provided by the Government (Forms 2848 and 8821) need not be used if a document containing the same information found in such forms is filed in lieu of the printed forms.

The SAC and the Criminal Tax attorney should be familiar with Circular 230; Forms 2848 and 8821 and the instructions; Subpart E of Part 601 of Title 26, Code of Federal Regulations. See IRC §§ 6103 and 7213 and 18 U.S.C. § 1905 addressing penalties for improper disclosure of information.

Before the conference the SAC and the Criminal Tax attorney will read the special agent’s report and become familiar with the exhibits, paying special attention to statements of the taxpayer and his/her representative, accountant, and/or return preparer made during the course of the investigation.

The Criminal Tax attorney will also examine the administrative file, including the revenue agent’s report, for notations of additional contacts with the taxpayer and for the origin of the investigation. The Criminal Tax attorney should pay particular attention to any prior statements of the taxpayer and any inconsistency in the evidence.

The SAC and the Criminal Tax attorney will have a preparatory discussion to determine the goals/objectives of the conference. They should also identify any factual questions for resolution.

A joint conference is one involving two or more taxpayers against whom Criminal Investigation has recommended prosecution for the same scheme(s) or transaction(s) giving rise to the recommended offense. The taxpayers may or may not be represented by counsel and, if represented, may or may not be represented by the same attorneys.

Joint conferences in related criminal tax cases are not generally favored. If requested by the taxpayers (or their duly authorized representatives), a joint conference may be held where there is sufficient identity of facts and issues and the SAC and the Criminal Tax attorney conclude that a joint conference will not adversely impact the processing of the criminal case. The SAC is not required, however, to grant a request for a joint conference even in those cases wherein there would be no adverse impact.

When a joint conference is requested, both the request and the express permission of the taxpayers (or their representative(s)) authorizing the disclosure of tax return information to their proposed co-defendants and/or other third parties in attendance, should be obtained in writing. If the joint conference is held at the request of the authorized representatives of the taxpayers, the SAC should obtain in writing, prior to making any disclosures, the fact that the representatives are empowered to authorize the disclosure of tax return information to the other principals.

The written request for a joint conference and the taxpayer’s authorization for disclosure should be fully set forth in the conference memorandum.

SAC’s Role. The SAC is charged with control of the conference and is responsible for its conduct throughout. The conference should be opened with the SAC’s statement covering the points listed in (a) through (h) below:

Vicarious Admissions. Rule 801(d)(2)(C) of the Federal Rules of Evidence provides that an admission of a party opponent is not hearsay. The statement is offered against a party and may be a statement by a person authorized by the party to make a statement concerning the subject. This is known as the vicarious admissions rule and operates to attribute to the taxpayer any statements made by the taxpayer’s representative during the course of a conference.

Amount of Civil Tax Liability. The SAC may apprize the taxpayer and/or representative of the figures computed. The criminal figures may be disclosed with the caveat that the indictment figures may vary or the indictment may contain no actual amounts.

Discussion of Case. The SAC may, at his/her discretion, and after consideration of all aspects of the case, reveal and discuss facts or elements of the case so as to make the conference as meaningful as possible to both the taxpayer and the Government. Care must be exercised, however, to protect the identity of informants and other witnesses.

Recording of Conference. The SAC should discourage the recording of conferences by a taxpayer or his/her representative. If either the taxpayer or his/her representative insists upon recording the conference, the SAC must likewise record the conference, identifying those persons in attendance, the date, place, and time. The recording of the conference should be maintained in the criminal case file.

Review and Referral Procedures. The SAC should advise the taxpayer and/or representative of the review and referral procedures, as well as the anticipated time frame.

Communication of SAC’s Decision. The taxpayer and/or representative should be told that they will receive a letter notifying them of the SAC’s decision.

Promptly after completion of the conference, a memorandum will be prepared by the Criminal Tax attorney assigned to the case. The memorandum should be as detailed as possible and cover everything that occurred or was discussed at the conference.

The memorandum will include:

The memorandum may contain comments regarding the demeanor of the taxpayer or witnesses who are present, but should not otherwise contain the Criminal Tax attorney’s opinions regarding the validity of evidence (except as discussed at the conference) or his/her views of the strengths or weaknesses of the case.

It will be signed by each of the Service representatives who were present. A copy of the conference memorandum should be sent to the Area Counsel (CT).

The conference memorandum, as well as the notes taken during the conference, should be included in the case file. In certain circumstances, these documents may be made available to the taxpayer at trial, or during civil negotiations.

The original and one copy of the memorandum are reserved for DOJ if prosecution is ultimately recommended, with additional copies for the Counsel file, and other files required by local instructions. See Exhibit 38.3.1-8 and Exhibit 38.3.1-9 at http://publish.no.irs.gov/getpdf.cgi?catnum=39139.