Revised Criteria for the Commissioner's Award for Outstanding Performance in Handling Stopfiler Cases

July 15, 2005 REVENUE MEMORANDUM ORDER NO. 18-05 SUBJECT : Revised Criteria for the Commissioner's Award for Outstanding Performance in Handling Stopfiler Cases TO : All Internal Revenue Officers and Employees Concerned I. Objectives This Order is issued to: A. Amend certain provisions of RMO 14-2005, specifically the criteria and formula in the selection of winners for the Commissioner's Award for Outstanding Performance in Handling Stopfiler Cases. B. Redefine the coverage and basis of computation for CIR's Award for Outstanding Performance in Handling Stopfiler Cases. II. Policies A. The determination of outstanding performance in the handling of stopfiler cases shall be limited to taxpayers under the Taxpayers Account Management Program (TAMP). Non-TAMP cases shall be excluded in the performance measurement for the CIR's Award. B. Revenue Officers (RO) Collection assigned as stopfiler case officers shall be qualified for the Commissioner's Award for outstanding performance in handling stopfiler cases. C. Computation for outstanding performance in handling stopfiler cases shall be based on the total stopfiler cases covering both valid and invalid cases. D. Total number of stopfiler cases shall exclude stopfiler cases generated from LGUs/Barangays. E. A registration clean-up shall be undertaken by the Revenue District Offices (RDOs) to address stopfiler cases of inactive taxpayers/tax type. All tax types that are inactive for the last three (3) years shall be end-dated. A data fix shall be undertaken to effect the end date following the procedures prescribed in ISG Memorandum Order No. 7-2003, dated October 15, 2003 (refer to Annex A). However, the Datafix Request Form shall now be approved by the Regional Director, on the basis of Datafix Request Form duly accomplished by the RDO. cIHCST F. Regional Offices shall monitor and evaluate the stopfiler case management performance of RDOs under their jurisdiction. The nominees for the Commissioner's Award shall be evaluated using the revised criteria below: For Revenue District Office Criteria Weight Collection Ratio from Stopfiler Cases Total RDO Collection from Stopfiler Cases 20% Total Regional Collection from Stopfiler Cases Decrease in Volume of Stopfilers (TAMP TPs) Number of TAMP TPs without Stopfiler Cases 40% Total TAMP TPs Total Number of Stopfiler Cases Closed Total Number of Stopfiler Cases Closed 40% Total Number of Stopfiler Cases Handled ______ 100% For Individual (Group Supervisor and Case Officer) Criteria Weight Collection Ratio from Stopfiler Cases Total RO Collection from Stopfiler Cases 20% Total RDO Collection from Stopfiler Cases Decrease in Volume of Stopfilers (TAMP TPs) Number of TAMP TPs without Stopfiler Cases per RO 40% Total TAMP TPs Total Number of Stopfiler Cases Closed Total Number of Stopfiler Cases Closed 40% Total Number of Stopfiler Cases Handled _____ 100% G. Case Officers/Supervisors and Revenue District Offices who failed to get a rating of 50% and above shall not qualify for the Commissioner's Award. III. Procedures A. Systems Operations Division, Information Systems Operations Service (SOD, ISOS) 1. Generate the following reports: a. Case Officers Stopfiler Performance per RDO/Large Taxpayers District Office (LTDO) (Annex B) b. Top Case Officers/Group Supervisors on Stopfiler Performance per Region/Large Taxpayers Service(LTS) (Annex C) c. RDO Ranking on Stopfiler Performance per Region/LTS (Annex D) d. Top RDO on Stopfiler Performance per Region/LTS (Annex E) 2. Disseminate to concerned RDOs the report on Case Officers Stopfiler Performance per RDO/LTDO for validation. 3. Forward to the Regional Offices the report on Top Case Officers/Group Supervisors on Stopfiler Performance per Region/LTS and RDO Ranking on Stopfiler Performance per Region/LTS for validation. cDHAES 4. Forward to Collection Service the report on Top RDO on Stopfiler Performance per Region/LTS and Top Case Officers/Group Supervisors on Stopfiler Performance per Region/LTS. B. RDO/LTDO 1. Monitor the performance of each Stopfiler Group Supervisor and Case Officer in terms of volume of stopfiler closures and the corresponding amounts of tax collection. 2. Receive from SOD, ISOS and validate the report on Case Officers Stopfiler Performance per RDO/LTDO. 3. Forward the validated report on Case Officers Stopfiler Performance per RDO/LTDO to the Regional Office/LTS. C. Regional Office/LTS 1. Monitor RDOs/LTDOs/LTS performance on stopfiler case management. 2. Receive from RDOs/LTDOs validated reports on Case Officers Stopfiler Performance per RDO/LTDO. 3. Receive from SOD-ISOS and validate the reports on Top Case Officers/Group Supervisors on Stopfiler Performance per Region/LTS and the RDO Ranking on Stopfiler Performance per Region/LTS. 4. Submit recommendation for the outstanding RDO, Stopfiler Group Supervisor and Case Officer to Collection Service together with the validated reports on Top Case Officer/Group Supervisor on Stopfiler Performance per Region/LTS and the RDO Ranking on Stopfiler Performance per Region/LTS. D. Collection Service 1. Receive from SOD-ISOS the reports on Top RDO on Stopfiler Performance per Region/LTS and Top Case Officers/Group Supervisors on Stopfiler Performance per Region/LTS. 2. Receive recommendations for outstanding RDO, Stopfiler Group Supervisor and Case Officers together with the validated reports on Top Case Officer/Group Supervisor on Stopfiler Performance per Region/LTS and the RDO Ranking on Stopfiler Performance per Region/LTS from Regional Offices/LTS. 3. Validate the recommendations made by the regional offices and LTS. 4. Prepare appropriate endorsement for the awardees of Commissioner's Award for outstanding performance in handling stopfiler cases for approval of the Commissioner. IV. Repealing Clause All issuances or portions thereof inconsistent with the provisions of this Order are hereby amended and/or repealed accordingly. TAEcCS V. Effectivity This Order shall take effect immediately. (SGD.) JOSE MARIO C. BUAG OIC, Commissioner of Internal Revenue ANNEX A October 15, 2003 ISG MEMORANDUM ORDER NO. 7-2003 SUBJECT : Guidelines and Procedures in Monitoring Datafix Request to Close Invalid RCS case/s. TO : All ISG Officials and Employees Concerned I. OBJECTIVES This Order is issued to: A. Prescribe guidelines and procedures in monitoring RCS datafix requests. B. Define and delineate the responsibilities of offices concerned. II. POLICIES A. Invalid RCS cases which require datafix/script creation for case closure shall be forwarded to RDC Help Desk through a duly accomplished Datafix Request Form (DRF) with the applicable attachments (i.e. Articles of Incorporation/SEC approval in case of merger and consolidation, BIR Form 1995, tax returns, Filing Reference Number, Acknowledgement Receipt from AAB or Confirmation Number from BIR for electronic filing and payment). B. Datafix requests without necessary attachment/s shall not be processed except for the request/s sent by remote RDOs thru facsimile transmittal (fax) provided that the DRF is duly approved by the RDO. Approval shall be confirmed from the RDO concerned through telephone prior to processing of request. C. RDC Help Desk shall log all datafix requests in Help Desk (HD) Paradigm System. All datafix requests received for the day shall be summarized in RCS Datafix Monitoring Form (RDMF) on the following day. Datafix shall only be done upon approval of RDMF by the RDC Head and on the scheduled time in running the script. D. All RPS and CBR related suspense error shall be resolved before the end-date of the particular tax type/form type in order to process datafix request. E. The standard script (u_rdc_rcs_case_closure.ksh) shall be used by the concerned RDC to close invalid RCS case/s. cIADTC F. Systems Maintenance & Support Division (SMSD) of ISDS shall be responsible for all datafix requests that require mass closure/update to the system errors (i.e. Incorrect Registration of Tax type/Form type, Old Forms and Incorrect Definition of Due Dates) that affects more than one site. III. PROCEDURES A. RDC Help Desk 1. Receive DRF (Annex A) from Case Officer or through fax. 2. Check the completeness of the document/s received. 3. If faxed datafix request has no attachment, confirm the approval of request from concerned remote RDO thru telephone. 4. Investigate/evaluate the request and log to HD Paradigm System. If datafix request require mass closure/update to close the case, forward the request to SMSD-ISDS. 5. Accomplish RDMF (Annex B) to summarize all datafix requests received for the particular day and assign RDMF number. RDMF number must follow the "RDMF No. 0000-XXX-000" format which stands for: 0000 year xxx name of application 0000 sequence number e.g. RDMF No. 2003-RCS-001 6. Forward the RDMF together with the DRF and its attachment/s to Facilities Management Division (FMD) for validation. 7. Receive the RDMF (with the executed datafix request) from computer operator for safekeeping and updating the status of the case in the HD Paradigm System. B. Facilities Management Division (FMD) 1. Receive the RDMF together with DRF and its attachments from Help Desk. 2. Validate the result of the investigation by Help Desk and recommend execution of datafix. 3. Have the Chief, FMD sign on the "Validated By" portion of the RDMF. 4. Forward the RDMF with DRF and its attachments to CONED to recommend approval. C. Computer Operations Network and Engineering Division (CONED) 1. Receive the RDMF with DRF and its attachments from FMD. 2. Have the Chief, CONED sign the "Recommending Approval" portion of the RDMF. CacEIS 3. Forward the RDMF with DRF and its attachments to RDC Head for approval. 4. Upon approval of RDC Head, execute datafix to close the case/s. 5. Forward the RDMF with the executed datafix requests to Help Desk for safekeeping/control purposes. D. Information Systems Development Service (ISDS) 1. Investigate/validate the datafix requests that require mass closure/update to system error logged in IML by concerned RDC Help Desk. 2. Verify if script for a particular case is already existing. 2.1 If script exist, request migration of script to production for execution of authorized personnel. 2.2 If needed script does not exist, create the necessary script to close the case. 3. Request QAD for quality checking and approval of newly-created script. 4. Forward the QA'ed script to DBA for migration/execution. IV. EFFECTIVITY This Order shall take effect immediately. (SGD.) LILIA C. GUILLERMO Deputy Commissioner Information Systems Group ANNEX B Case Officers Stopfiler Performance per RDO/LTDO ANNEX C Top Case Officers/Group Supervisors on Stopfiler Performance per Region/LTS ANNEX D RDO Ranking on Stopfiler Performance per Region/LTS ANNEX E Top RDO on Stopfiler Performance per Region/LTS