Prescribing the Policies and Procedures on the Processing of Taxpayers' Record Update (TRU) Phase II Data for Non-computerized Revenue District Offices (RDOs)

March 28, 2000 REVENUE MEMORANDUM ORDER NO. 40-00 TO : All Revenue Officials and Employees, and Others Concerned SUBJECT : Prescribing the Policies and Procedures on the Processing of Taxpayers' Record Update (TRU) Phase II Data for Non-computerized Revenue District Offices (RDOs) I. Objectives This order is issued to: 1. Prescribe the policies and procedures in processing the TRU/Registration data (Phase II) of taxpayers' belonging to non-computerized RDOs; AacSTE 2. Establish the schedule on which the non-computerized RDOs should complete and submit their validated TRU data (Phase II) to the National Office; 3. Ensure continuous implementation of the TRU program nationwide; and 4. Provide non-computerized RDOs with an interim computerized system to store and access their taxpayers' registration information. II. Definition of Terms 1. Non-computerized RDO the Revenue District Office that is still neither capable of performing on-line ITS activities nor capable of accessing ITS facilities. 2. TRU Phase II covers the encoding of records of all employees earning pure compensation income, one time taxpayer & applicants under E.O. 98; 3. TRU Data Entry Program refers to the program used by the RDO in the encoding of TRU Phase II records. 4. TRU Validation Program refers to the program used by ISOS to check the data integrity of encoded TRU Phase II records; and 5. Upload the process of transferring records into the ITS database. aEAIDH III. Policies and Guidelines 1. Non-computerized RDOs shall complete their TRU Phase II campaigns/activities on or before -December 31, 2000. They must encode all the data contained in the TRU Phase II Application forms of registered taxpayers within their respective jurisdictions through the TRU Data Entry Program. 2. ISOS shall validate all the data encoded sent by the RDOs through TRU Validation Program (Use latest version of the TRU Data Entry Program). 3. The Revenue District Office shall be responsible in resolving all suspended records resulting after every validation & upload to the ITS database. 4. ISOS shall be responsible for the immediate updating of taxpayers' registration information into the ITS database base on the Registration Information Update Form/Update of Exemption of Employer's & Employees Information Form (Form 1905/2305) submitted by non-computerized RDOs & for the cancellation and transfer of taxpayer records from non-computerized RDOs to other non-computerized RDOs as well as from a non-computerized RDOs to computerized RDOs by accessing the ITS facility. DcaECT 5. ISOS shall be provided a regular access to update the taxpayers registration information and to transfer and cancel taxpayer records. These regular access shall be terminated upon the subsequent rollout of ITS in the non-computerized RDOs. IV. Procedures 1. Non-computerized RDOs shall : a. Perform pre-processing of TRU Phase II Application for Registration forms to ensure the completeness, correctness and validity of all information indicated in the Application forms; a.1 Pay particular attention to the correctness of the TIN (RDO code should not be included), correct spelling of the name and correct birth date of the taxpayer; a.2 Confirm RDO jurisdiction over the taxpayer; and a.3 Manually validate the tax type & form type combination b. Encode the TRU Phase II Application Forms using the TRU Data Entry Program. (Use the latest version of the TRU Data Entry Program); c. Transmit to Systems Operations Division ISOS the encoded TRU Phase II data/records in diskette form every 25th of the month for validation & upload. Subsequent TRU data/records excluding those previously submitted shall likewise be submitted every 25th of the succeeding months; d. Back-up TRU Phase II data/records into diskettes for future reference. Copy the encoded TRU Phase II into diskettes, scan for viruses and transmit to ISOS for upload; e. Transmit TIN Card Capture Forms (Form-1925) to SOD-ISOS for TIN cards production; f. Receive Application for Registration Information Update/Update of Exemption & of Employer's & Employee's Information Forms (Form 1905/2305) for any change/update in taxpayer's registration information and forward duplicate copy on or before the 25th day of the following month to SOD-ISOS for update; g. Keep/maintain an updated taxpayers' records/information with the TRU Data Entry Program; h. Resolve suspended records determined upon validation & after upload by ISOS within twenty (20) days from receipt of such list from RDC; i. Submit to Taxpayer Assistance Service every 25th of the month a Monthly Report on the Resolution of Suspended TRU II Records Determined Before & After Upload by ISOS (Annex A); j. Forward resolved suspended records to SOD-ISOS for validation & uploading to ITS database immediately; k. Receive from RDC the following: k.1. Masterlist of Registered Taxpayers after upload of initial submission of TRU Data; k.2. Incremental List of New Registrants; and k.3 Incremental List of Suspended Records. 2. Systems Operations Division-ISOS shall : a. Receive, scan for viruses and clean if infected, diskettes containing encoded TRU data sent by non-computerized RDOs (if defective return diskette (s) to RDOs); b. Validate all encoded TRU Phase II Registration Records using the TRU Validation Program. (Use the latest version of the Validation Program); THaAEC c. Receive the succeeding diskettes containing the encoded/resolved TRU data of new registrants every 25th day of the following month for validation and upload to ITS; d. Submit to the Taxpayer Service Programs & Monitoring Division of TAS a statistical report on the received, validated and uploaded data (Annex B); e. Coordinate with the Concerned RDCs on the uploading schedule of each non-computerized RDO for the generation of the "Masterlist of Registered Taxpayers" after the initial upload, "Incremental List of Suspended Records" and "Incremental List of New Registrants"; f. Receive Form 1925 (TIN Card Capture Forms) from the non-computerized RDOs; g. Receive the duplicate copy of the Registration Information Update Forms & Update of Exemption & of Employer's & Employees Information Forms (Form#1905/2305) & update taxpayers' information in the ITS database for any change in taxpayer's registration information as well as for cancellation and transfer of taxpayer records for all non-computerized RDOs (refer to Operation Manual of Registration System for procedures on Modify/Transfer/Cease Operation & Cancel). 3. DBA Pool-ISOS shall : a. Upload TRU/Registration data of non-computerized RDOs using batch program. 4. Systems Support Division-ISOS shall : a. Grant approved additional access privileges (add, modify, inquire, transfer, cease & cancel functions of Registration System) to designated ISOS personnel. aSEDHC 5. RDC-CONE shall : a. Generate and transmit the following to the concerned RDO every 25th of the month: a.1 Masterlist of Registered Taxpayers after the upload of the initial TRU data submission; a.2 Incremental List of New Registrants; and a.3 Incremental List of Suspended Records. 6. TAS shall : a. Receive the following reports every 25th of the month: a.1 Monthly Report on TRU Phase II Records Validated & Uploaded by ISOS. a.2 Monthly Report on the Resolution of Suspended TRU II Records Determined Before & After Upload. b. Monitor concerned RDO on their compliance in the submission of required reports. V. Repealing Clause All revenue issuances and/or portion/s thereof inconsistent herewith are modified, amended or repealed accordingly. VI. Effectivity This Order shall take effect immediately. cHAIES (SGD.) DAKILA B. FONACIER Commissioner ANNEX A Monthly Report on the Resolution of Suspended TRU II Records Determined Before and After Upload by ISOS ANNEX B Monthly Report on TRU Phase II Records Validated and Uploaded by ISOS