Filers send paper documents, returns and schedules to the Internal Revenue Service (IRS) to fulfill their filing requirement and provide their taxpayer identification number (TIN). The IRS must convert the information present on the paper filings to an electronic data record. Employees input and validate the data present and the IRS systems for these records during conversion to electronic data records.

Authority for these procedures is found in Title 26 of the United States Code (USC) or more commonly known as the Internal Revenue Code (IRC). The IRC is amended by acts, public laws, treasury determinations, rules, and regulations such as the following:

All policy statements for Submission Processing are contained in IRM 1.2.1.4, Servicewide Policies and Authorities, Policy Statements for Submission Processing Activities:

The Director, Submission Processing approves and authorizes issuance of this IRM.

The Planning and Analysis staff provides feedback and supports local management to monitor and achieve and scheduled goals.

The Operation Manager secures, assigns, and provides training for the staff needed to perform the duties presented in this IRM.

The Team Manager assigns, monitors, and controls the workflow to complete the work timely.

The Employee applies the instruction for the duties presented in this IRM on the SCRIPS system to accurately convert paper data to an electronic data record for proper posting for use by the IRS.

Program Reports: Management uses these reports to monitor daily (IPS0698 throughout each workday) and weekly status of the program to completeness. Below is a list of reports used:

Program Effectiveness: Management measures weekly goals using the above reports for each function compared to the established completion schedule. Each function must complete the inventory on or before the program completion, and to retain or exceed schedule prior to the program completion date stated in IRM 3.30.123, Work Planning and Control Processing Timeliness: Cycles, Criteria, and Critical Dates. Local Management conducts and monitors quality reviews and takes corrective action to ensure quality products. A managerial or product review in the Data Validation function is performed each week on every employee and entered into Embedded Quality for Submission Processing System (EQSP). Managerial and product reviews supplement the quality review process.

Annual Review: Management reviews the processes in this manual annually to ensure accuracy and promote consistent tax administration.

Service Center Recognition/Image Processing System (SCRIPS) access is granted through the Business Entitlement Access Request System (BEARS) process.

Management can use local reports to establish additional information for maintaining daily program control. Local reports never replace the established official reports.

The following are terms used throughout this instruction.

These instructions apply to the following applications for SCRIPS:

Document 7071-A, Name Control Job Aid - For Use Outside of the Entity Area.

You can find IRM’s on the Servicewide Electronic Research Program (SERP) at the following site: SERP. Specific instructional links available on the BMF Data Conversion Research Portal at http://serp.enterprise.irs.gov/databases/portals/sp/bmf/data-conversion/data-conversion.html.

IRM 3.13.62, Campus Document Services, Media Transport and Control, or IRM 10.5.1, Privacy and Information Protection - Privacy Policy, provides information on shipping Personally Identifiable Information (PII). This document is located at: http://publish.no.irs.gov/mailtran/pii.html, titled Postal and Transport Policy. Prepare Form 3210, Document Transmittal, and include with ship documents.

The embedded numeric keypad is found in the main keypad. This keypad presents the numbers similar to the way they appear on a telephone keypad. Numbers on the top row are 1, 2, and 3. Numbers on the middle row are 4, 5, and 6. Numbers on the bottom row are 7, 8, and 9. The zero is in the top row of the main keypad above the 2 (I) and 3 (O) keys.

When entering an alpha or alphanumeric field, the embedded keypad automatically defaults to the correct mode. While the numeric feature is turned on, an indicator field in the Status Line on the monitor screen displays "Num." When the numeric feature is turned off, the indicator field is blank. See Figure 3.41.274-2, Main Working Window.

When the numeric feature is turned on, not only numbers in the embedded numeric keypad can be typed, but also special characters such as the open and close parentheses "()" and the ampersand "&" .

If a field is an alphanumeric field, both the alpha and numeric characters can be entered in the field. The keyboard defaults to the alpha mode. When you need to key a numeric or special character in an alpha-numeric field, hold down the <Shift> key when entering the numeric or special character(s). When you have completed typing the numeric or special character(s), release the <Shift> key and the alpha mode is restored.

There is also a special case where a field is designated as a numeric field but accepts certain alpha characters. Because it is a numeric field, if you press and hold down the <Shift> key, the numeric mode is temporarily turned off allowing you to type alpha character(s). When you have completed typing the alpha character(s), release the <Shift> key and the numeric mode is restored.

Numbers can be typed from either the embedded numeric keypad, or from the separate numeric keypad. Most data entry work consists of numerical fields. You can choose to use either method.

The separate numeric keypad is on the far-right side of the keyboard. This keypad consists of five rows of keys and presents numbers as they appear on the calculator keypad. The numbers 7, 8 and 9 are on the second row of keys. The numbers 4, 5, and 6 are on the third row of keys. The numbers 1, 2, and 3 are on the fourth row of keys. The number zero is on the fifth row of keys, directly below the numbers 1 and 2.

The separate numeric keypad is activated and deactivated by pressing the <Num Lock> key in the upper left corner of the numeric keypad area. An indicator light in the upper left of the numeric keypad displays when the numeric keypad is active. The numeric keypad types numbers into an alpha or alphanumeric field regardless of the main keyboard mode.

The SCRIPS keyboard has 12 function keys across the top of the keyboard. The 12 function keys have been programmed so that frequently repeated functions and special programmed functions can be entered by a single keystroke. The keyboard also contains many special function keys at various places throughout the keyboard. Use of the function keys and special function keys while not mandatory can greatly reduce your workload. See Exhibit 3.41.274-1, Function Key Use and Description.

The keys used on the separate central keypad include four arrow keys, and six function keys: <Insert>, <Delete>, <Page Up>, <Page Down>, <End>, and <Home>. The <Page Up>, and <Page Down> functionality are available only when AUTO is off. <Page Up> allows you to move backward to the previous document and <Page Down> allows you to move forward to the next document in a block or unit-of-work (UW).

The information in this section provides instructions for requesting access to the DS Domain–SCRIPS Application through BEARS.

When requesting access to an application use the SCRIPS Sub-Application table located below to determine the proper sub-application to request. The table shows the operation, types of users under each operation, and the corresponding sub-application for each site. Make sure to select the appropriate sub-application for your site.

Site abbreviations are used throughout this Sub Applications table. The following are the abbreviations for each site:

The following procedures must be followed by all users requesting access to SCRIPS entitlements.

Press <Ctrl>-<Alt>-<Del> key combination to begin logging in to the Windows environment.

An "Authorized Government Use Only" screen displays. Be sure to read the entire message. If you are not authorized to use the system, do not continue logging in. If you are authorized, press "OK" to continue.

Insert your Smart Identification (SmartID) card into the card reader attached to your computer.

Input your PIN and press<Enter> to log in to Windows.

The SCRIPS system requires a 24 inch monitor with a minimum resolution of 1920 x 1080 pixels at 120 dots per inch (DPI). The monitors installed with the SCRIPS computers meet the resolution requirements, but the Windows display settings may need to be adjusted to meet the DPI requirements. If the display settings are not correct, the SCRIPS application displays the following error and then closes when acknowledged; "SCRIPS requires a minimum screen resolution of 1920 x 1080 pixels at 120 dots per inch (DPI). Please contact your supervisor."

Use the following steps to adjust the Resolution and Scaling settings to the specifications needed for the SCRIPS application:

To adjust the settings to the specifications needed for the SCRIPS application when using a 24 inch monitor with a laptop:

The Windows environment allows you to have multiple windows open and switch between them as needed. For example, you can have the SCRIPS application open in one window with the SERP IRM via Microsoft Edge open in another. When open, the SCRIPS application takes up your entire monitor in a "full screen" mode. However, you can still switch between currently open windows or open a new window while in the SCRIPS application.

A new window or application can be opened from within the SCRIPS application by pressing the <Windows> key on your keyboard (lower left corner in between the <Ctrl> and <Alt> keys). Pressing this key opens the Windows Start Menu and allow you to search for and open other windows or applications.

The open windows can be selected using the<Alt>-<Tab> key combination on your keyboard.

This window occupies the entire screen and is present during most operations and functions. It contains the Image Window and the Template or Specific Field Window for image processing. The Main Working Window consists of the following components:

Figure 3.41.274-2

This window contains available options where a selection may be made. The window shows a title area, an image window, a template window, and a prompt area showing a status line.

Please click here for the text description of the image.

This window contains a list of available options where a selection may be made. See Figure 3.41.274-6, Workstation Main Menu Window.

This window is used to display information or an error message. Message windows must be confirmed by the operator, usually by pressing <Enter>. See Figure 3.41.274-3, Security Warning Window.

This window is used to display a question to determine what action to take next. This window requires an operator response, such as "Y" for Yes or "N" for No, or "Interrupt" or "Suspend" . See Figure 3.41.274-9, Suspend or Interrupt Window.

This window prompts you to enter data to process a request.

Type your Operator ID by taking one of the following actions:

Type your password using the above instructions for the two keypads by taking one of the following actions:

Select the correct SCRIPS processing system from the Site drop down menu.

Press the <Alt>-L key combination or <Enter>. If no error is encountered, the login window closes and an "Authorization Disclaimer" window opens as shown in Figure 3.41.274-5, Authorization Disclaimer Window. Be sure to read the entire authorization disclaimer.

Figure 3.41.274-5

Authorization Disclaimer window, stating the SCRIPS system is for authorized users only and everything is monitored.

Please click here for the text description of the image.

Press <Esc> to continue the login process. The "Authorization Disclaimer" window closes, and the "Workstation Main Menu" opens as shown in Figure 3.41.274-6, Workstation Main Menu Window.

Figure 3.41.274-6

Workstation Main Menu Window includes the 6 functions included in the main menu. Functions are as follows: Data Validation, Original Entry, Operator Statistics, Quality Review, On-Line Training, and Additional Functions.

Please click here for the text description of the image.

If the "Login Error Message" window opens, press <Enter> to confirm the error message. The message window closes leaving the login window with the invalid combination of ID and password.

Retype your operator ID and/or password and press the <Alt>-L key combination or <Enter>. Alternatively, you can clear the previously entered ID and password by either pressing <F3> or the <Alt>-C key combination. At this point you may reenter your operator ID and password.

For security reasons, your password expires after a certain period (determined by local security personnel). You must then select a new password from the "SCRIPS Password List" . The passwords presented for selection contain:

If you type your password in the login window and a message window opens informing you your password has expired, press <Enter> to confirm the message. The message window closes and a "SCRIPS Password List" window opens as shown in Figure 3.41.274-7, SCRIPS Password List Window.

Figure 3.41.274-7

SCRIPS password list includes examples of list of passwords.

Please click here for the text description of the image.

The SCRIPS Password List window contains a list of five alphanumeric passwords randomly generated by the system.

To select a new password, scroll through the provided passwords using the down arrow key <↓>. Once you have selected a password, press <Enter> to move the cursor to the password entry box and type in the password you selected.

Verify the new password by retyping the password you selected, then press <Enter>. The "SCRIPS Password List" window closes. A message window opens informing you that your password has been changed.

Press <Enter> to acknowledge the message. The message window closes, and the "Authorization Disclaimer" window opens as shown in Figure 3.41.274-5, Authorization Disclaimer Window.

Press <Esc> to continue the login process. The "Authorization Disclaimer" window closes and the "Workstation Main Menu" opens. You can now begin work.

There are two ways to log off SCRIPS. The preferred method of logging off is as follows:

If you leave your workstation, or do not press any keys on the keyboard for a period of time, Windows times-out your workstation, closes the SCRIPS application, and automatically logs you off the system. A time-out means that after a specified period of time when no activity has occurred on your workstation, SCRIPS suspends the Block/UW (if one is open) and closes the software that is running. When you return to your workstation after it has timed out, the <Ctrl>-<Alt>-<Del> login screen displays on the monitor. All time that elapsed between the time you left the workstation and the time the workstation timed out is counted in your operator statistics as production time. The suspended Block/UW you were working on can be found in the resume selection of the function you were working in.

IPS10870 Inactive Account Report must be pulled by the 10th of each month, and the following actions taken:

SCRIPS controls the workflow and automatically assigns work as operators select options from menus. The OE and DV Selection menus offer an option to select a block of work. Use this option when working from paper documents or when there is a need to work on a specific Block/UW. This option may be selected for Block/UWs that were either scanned or input through OE Paper.

To select a specific Block/UW:

If the block is not available, an error message is displayed indicating that the block is not available.

If the block is available, the "Open Block/Unit-of-Work" window closes and the next document in the Block/UW needing work opens.

After the block has been worked, the "Open Block/Unit-of-Work" window re-opens. If you do not want to open another block, press the <Esc> key. If you want to work on another specific block of work, enter the new block number.

You have the capability to go to a previous field within the template displayed to make a correction. However, you cannot go past a flagged field, until that field is corrected.

In most cases, if a money amount is written on the form as "zero" , "0" ,"-" , "none" , etc., you may simply release the field by pressing <Enter>. You do not have to enter leading zeroes. SCRIPS zero fills all money amount fields at output. For specific instructions on handling Money Amount Fields that contain "zero" , "-" and/or "blank" refer to the following:

When selecting Original Entry (OE) from the "Workstation Main Menu" , the menu window closes and an "Original Entry (OE) Selection Menu" window opens. A list of options displays. The number of option items listed in the selection menu depend on how your Supervisor or Lead profiled you. If you are profiled only for certain OE applications or functions, only those items appear in the menu window. The "Original Entry (OE) Selection Menu" options are:

To initiate OE, enter the numeric code for the correct selection from the menu and press <Enter>. If you make an incorrect choice from the "Original Entry (OE) Selection Menu" , press the<Alt>-X key combination or <Esc> to return to the "Original Entry (OE) Selection Menu" .

If selecting "OE Image Selection Menu" from the "Original Entry (OE) Selection Menu" , the "Original Entry (OE) Selection Menu" window closes, and the "OE Image Selection Menu" opens. The "OE Image Selection Menu" options are:

When any OE Image is selected from the "OE Image Selection Menu" , the system allocates the first available individual document, whole block or unit-of-work needing entry to the workstation. The true and complete image displays on the left side of the screen, while a blank template requiring entry or verification displays on the right.

When performing OE Image, a current field on the image may or may not be highlighted when pressing the <Ctrl>-5 key combination. The field DOES NOT display highlighted if entering an entity field, or if the scanner did not recognize the form. This means the area on the image is not highlighted but the cursor displays in the corresponding template field on the right side of the screen, prompting the operator for entry.

If "OE Paper Selection Menu" is selected from the "Original Entry (OE) Selection Menu" , the system lists many types of OE Paper. After entering the numeric code for the correct selection, the system does not allocate any work. Instead, the operator enters data from a paper document onto a blank template. The blank template is on the left side while the right is blank for IRP, or displays a blank form for ACA IRP, Schedule K-1, Form 941, Form 940, and Stand-Alone Schedule R.

If the "Form Identification Selection Menu" is chosen from the "Original Entry (OE) Selection Menu" , the system lists many types of FI. After entering the numeric code for the correct selection, an image is displayed on the left and a list of form types on the right. For specific instructions on Form Identification (FI) Function, refer to the following:

If "OE Select Block" is chosen from the "Original Entry (OE) Selection Menu" , an "Open Block/Unit-of-Work" window appears. See Figure 3.41.274-8, Open Block/Unit-of-Work Window. For specific instructions on Selecting a Specific Unit-of-Work in Original Entry (OE), refer to the following:

If "Resume Suspended Block" is chosen from the "Original Entry (OE) Selection Menu" , a list of blocks the operator suspended is displayed. Refer to IRM 3.41.274.19, Resume Suspended Block, for specific instructions.

Only documents requiring DV are opened in DV. If only 45 documents out of a block of 100 are flagged for DV, only those 45 documents present to the operator for validation.

If you try to move from one document to another using <F6> for next document, and <F7> for previous document, only those documents flagged for DV are accessible.

You can move to the previous document using the <Ctrl>-F7 key combination. This places the cursor in the last edited field or the last flagged field, whichever is later.

You correct a field by either re-typing the whole field or by placing the cursor over the desired character and typing the new character.

Under certain conditions, fields are flagged in DV for sight verification. An actual error condition may not exist. If a correction is not necessary, simply release the field by pressing <Enter>.

If you have more than one field on a document to correct and you correct one field making the validation correct, the remaining fields of the document may be skipped.

For a full description of all keys and key combinations, see Exhibit 3.41.274-1, Function Key Use and Description.

The Prompt Area in the lower right corner of the Main Working window provides error messages when necessary to help in data correction. Specific messages vary depending on the application and the field you are working in.

SCRIPS performs validity checks on fields in the documents that come from both the scanner and OE Paper. All blocks containing documents with invalid fields present in DV. SCRIPS validates the following:

When you correct or validate all invalid fields on a form or document, it is released.

When selecting Data Validation (DV) from the "Workstation Main Menu" , the menu window closes and a "Data Validation (DV) Selection Menu" window opens. A list of options displays. The number of option items listed in the selection menu depend on how your Supervisor or Lead profiled you. If you are profiled only for certain DV applications or functions, only those items appear in the menu window. The "Data Validation (DV) Selection Menu" options are:

To initiate DV, enter the numeric code for the correct selection from the menu and press <Enter>. If you make an incorrect choice from the "Data Validation (DV) Selection Menu" , press the<Alt>-X key combination or <Esc> to return to the "Data Validation (DV) Selection Menu" .

If selecting "DV Image Selection Menu" from the "Data Validation (DV) Selection Menu" , the "Data Validation (DV) Selection Menu" window closes and the "DV Selection Menu" opens. The DV Selection Menu options are:

When any DV Image is selected from the "DV Image Selection Menu" , the system allocates the first available individual document, whole block, or unit-of-work (UW) needing entry to the workstation. The true and complete image displays on the left side of the screen, while a template requiring entry, correction or verification displays on the right.

When performing DV Image, a current field on the image may or may not be highlighted when pressing the <Ctrl>-5 key combination. The field DOES NOT display highlighted if entering an entity field, or if the scanner did not recognize the form. This means the area on the image is not highlighted but the cursor displays in the corresponding template field on the right side of the screen, prompting the operator for entry.

If "IRP 1096 Image Only" is chosen from the "Data Validation (DV) Selection Menu" , a UW containing up to 100 documents opens. If a document is not recognized by the scanner, a window opens that allows you to identify the image as an envelope or Form 1096. Additionally, a single image or entire block may be removed from further processing. For specific instructions on IRP 1096 Image Only, refer to IRM 3.41.269.10.1.

If "IRP ACA 1094 Image Only" is chosen from the "Data Validation (DV) Selection Menu" , a UW containing up to 100 documents opens. If a document is not recognized by the scanner, a window opens that allows you to identify the image as a Form 1094-B or 1094-C. Additionally, a single image or entire block may be removed from further processing. For specific instructions on 1094 Image Only, refer to IRM 3.41.267.11.1.

If the option for "Resume Suspended Blocks" is chosen from the "Data Validation (DV) Selection Menu" , a listing of blocks the operator suspended are displayed. See also IRM 3.41.274.19, Resume Suspended Blocks, for specific information on resuming suspended blocks.

If "DV Select Block" is chosen from the "Data Validation (DV) Selection Menu" , an "Open Block/Unit-of-Work" window appears. See Figure 3.41.274-8, Open Block/Unit-of-Work Window. DV Select Block is used for DV Paper Blocks/UWs or if an operator needs to work on a specific Block/UW in DV. For specific instructions on Selecting a Specific Unit-of-Work/Block in Data Validation (DV), refer to the following:

If "IRP ACA DV2 Select Block" is chosen from the "Data Validation (DV) Selection Menu" , an "Open Block/Unit-of-Work" window appears. See Figure 3.41.274-8, Open Block/Unit-of-Work Window. IRP ACA DV2 Select Block is used to correct blocks exceeding threshold checks previously entered.

The "Operator Statistics Report" lists the statistics of work you performed by Program Number and Function Code. An example of the report is shown in Figure 3.41.274-14, Current Operator Statistics Report Window.

Figure 3.41.274-14

Window prompts Current Operator Statistics. Screen shows program number, function code, time per job, total key strokes, keystrokes per hour, number of documents and documents per hour.

Please click here for the text description of the image.

The first line of the "Operator Statistics Report" shows the date and time of the report and the Operator ID. The next line contains the titles of the columns in the report.

The first column shows the Program Number(s) that you worked. A summary of the Program Number(s) and their related form types used on SCRIPS are as follows:

The second column is the Function Code(s) you worked. A summary of the Function Code(s) and their related functions are as follows:

The third column of the "Operator Statistics Report" shows the time spent on each job. The time format is Hours: Minutes: Seconds.

The fourth column shows the total number of keystrokes made in each function.

The fifth column shows keystrokes per hour.

The sixth column shows the total number of documents worked over the period of time covered by the report.

The seventh column is number of documents worked per hour.

The entries in the "Operator Statistics Report" are cumulative values from the starting time of the report to the time the report is run.

The operator must press <Esc> to acknowledge the report and close the window. The "Workstation Main Menu" window displays.