The Federal Managers’ Financial Integrity Act (FMFIA) of 1982 requires each executive agency to conduct annual evaluations of its systems of control using guidelines set by the Office of Management and Budget (OMB).

In December 2004, OMB issued Circular Number A-123, revised, to provide guidance to Federal managers on improving the accountability and effectiveness of Federal managers, Federal programs and operations by establishing, assessing, correcting, and reporting on internal control.

For specific guidelines and responsibilities, refer to the Circular, and to IRM 1.4.1, Management Roles and Responsibilities and IRM 1.4.2, Monitoring and Improving Internal Control.

Mail Management and Data Conversion handles the information contained in the IRM.

The Director of Submission Processing manages the policy related to this IRM.

The Team Manager ensures the IRM is timely submitted.

BBTS is the control and tracking system for return submissions as they go through pipeline processing.

BBTS resides at the Enterprise Computing Center (ECC-MEM) in Memphis, Tennessee.

BBTS captures and stores receipt and production volume data. The data is then used by the service centers for performance monitoring, production projections and staffing projections.

Program Goals - Serve as a resource for utilizing BBTS applications in the tracking of taxpayer tax return information and recording of receipts and production by program.

Annual Review - An IRM Document Clearance review is completed annually to ensure accuracy of the contents.

Add and Remove a coordinator to the BEARS BBTS Entitlement approval group by following the steps below.

After you have logged on successfully, the BBTS Main Menu screen appears..

The main menu screen offers options to:

The menu bar located across the top of the main menu screen lists the following choices:

The BBTS menu provides a drop down selection to exit the BBTS system.

The Navigate Menu has the following menu choices:

The Exit menu has no sub-menu and will log you out of BBTS if selected.

The Window menu shows window tile options and indicates what service center and screen you are in.

The Processing Menu has the following 2 sub-menu choices, (with their own sub-menus):

The Maintenance Menu has the following sub-menu choices:

The Adjustments Menu has the following choices:

The Pipeline Inventory Monitoring System (PIMS) Menu has the following choices:

PIMS is a program within BBTS used by Managers and Production Monitors for monitoring receipt patterns, volumes received and processed by the pipeline, and for scheduling purposes.

The Reports Menu has the following choices:

The Reports menu allows users to track receipts, production, inventory and late cycles. The Reports menu also allows users to reprint transmittals or query batches and DLNs.

Production Report

Inventory Report

Late Cycle Report

Batch Query

Receipts Report

Sorted MCR Report

Files Reports

The Block to Cart Assignment (Automated Roadmap) Screen allows the Error Correction Data Control function to keep track of batches of work on BBTS by cart number, slot number, and day of the week. By keeping track of the batches, Error Correction Data Control can determine when each batch must be moved to the next function.

Enter the "Program Code" .

Enter the "Batch Number" .

After entering the "Program Code" and "Batch Number" all the information for that Batch will appear.

Enter the "Cart Number" then press <ENTER>.

Enter the "Slot Number" . Use the arrow key if more than one DLN.

"Navigate" to the Toolbar, select "Roadmap" . Select "Save" .

The generated Batch Transmittal Form 6695, is routed to Data Control for retention and balancing. See IRM 3.17.30.3.4, Master Control Record Verification, for MCR (Master Control Record) Balancing Procedures.

Form 6695 are returned from Data Conversion after the MCRs have been established on Service Center Control File (SCCF). The form is used for count verification of generated Non-remittance MCRs. Its purpose is to assign and keep track of ABC's, track Remittance Processing System Identifications (RPSIDs) and print Form 1332 for each RPSID generated.

The Unit Production Log consists of Receipt and Production volumes for unique Organization, Function, Program (OFP) combinations. The log is completed for various types of work in order to maintain and update (WP&C) information..

Printing the Unit Production Report

The Batch Creation Screen is used to create batch numbers. BBTS systemically creates and assigns new batch numbers by "Program Number" , ranging from 0001 to 9999. Once BBTS reaches Batch Number 9999 for a Program Number, the next batch number for that same Program Number will be 0001.

BBTS will create "re-circulating" batch numbers by Program Number and may create two Batch Numbers on the same day that are the same (but for different Program Numbers).

To create a batch number, use the "Navigate" menu then select processing to access the Batch Creation Screen and enter the following:.

This screen is used primarily for batches of standard, unnumbered work (returns that are not yet identified with DLNs). Use the "Navigate" menu then select processing to access the Batch Creation Screen.

The following information must be entered to establish Non-Remit batches of work:

A pop-up window opens with the following message: "Batch created successfully." Press the <ENTER> key to complete the action.

When the Batch has been entered and created, a Form 9382, is generated and the Batch automatically moves to the next function assigned within the Routing path.

To print the Form 9382 use the following procedures:

The Entity Batch Creation Screen is used to create batch numbers. BBTS systemically creates and assigns new recirculating batch numbers for Entity work by "Program Number" , ranging from 000000 to 999999 returning to 000001 for a program that has previously generated batch 999999.

To create a batch number, "navigate" to the Entity Batch Creation Screen and enter the following.

The ICT Batch Creation Screen is used to create batch numbers. BBTS systemically creates and assigns new recirculating batch numbers for ICT work by Program Number, ranging from 000000 to 999999 returning to 000001 for a program that has previously generated batch 999999.

To create a batch number, navigate to the ICT Batch Creation Screen and enter the following.

The 1040X/CP Batch Creation Screen is used to create batch numbers. BBTS systemically creates and assigns new recirculating batch numbers for 1040X and CP work by Program Number, ranging from 000000 to 999999 returning to 000001 for a program that has previously generated batch 999999.

To create a batch number, navigate to the 1040X/CP Batch Creation Screen and enter the following.

This screen allows the Batching Function to select and release blocks of returns from the Manual Deposit Function and establishes With-Remit batches of work into the pipeline process.

Click on the "Navigate" function to select and access the Batch Creation screen.

Batch Type- From the drop-down window use the mouse to click and select "Manual Deposit Final Batch" . The cursor then will move automatically to the Program Code field.

Program Code- Enter the five-digit Program Code assigned to the Batch. The cursor automatically moves to the Batch ID field if the code is recognized as an acceptable code. If not recognized as an acceptable code the system will open an additional window listing all available acceptable codes.

Batch ID- Enter the Batch ID information or leave blank then press <ENTER>.

DLN Reference Number- "Click on Tools" in the Menu Bar. Select "List of Values" . Choose DLN Reference Number then press <ENTER>.

Received Date- Enter the "Received Date" from the Form 813 (the current date is automatically generated) in Julian Date/Year format (NNNYYYY) then press <ENTER>.

Alternate Cycle Start Date- Automatically generated according to the Received date then press <ENTER>.

Days in Cycle- Enter the "Days in Cycle" then press <ENTER>.

Release Date- Automatically generated then press <ENTER>.

Release Cycle- Automatically generated then press <ENTER>.

Route- Enter the number that corresponds to the Routing Path or click on "Tools" . Click on "List of Values" then press <ENTER>.

A pop-up window appears with message. Select "OK" . The cursor is located on the FLC field.

Click on "Tools" , then "List of Values" . Use the down arrow to select the appropriate block. Press "OK" .

A pop-up window appears, showing the DLN selected. Arrow down to the next line for the selection of the next block. Repeat Step 14. The volume increases as additional blocks are selected.

Click on "Batch" , then "Save" . You are now ready to print the transmittal(s). Click on "Print" , select Form 9382. A pop up window appears with the following message: "Did the Form 9382 report(s) print correctly?" The System will generate a Form 9382. Select "Print" and then select "OK" . Select either "Yes" , "No" (Print Again), or "Cancel" (Print Later).

For Reprocessables, Re-inputs and Odd Batches, use the Non-Remit Input Screen.

All information entered on the Non-Remit Input Screen is taken from the Block Transmittal Form 813 (Accounting/Rejects), Form 9893 (Reprocessables/Re-inputs), and Form 1332 (Rejects).

All information should be entered from the document itself, not the attachments (which may increase the risk of errors).

This screen allows the user to release batches of work that have been previously established to the next function in its specified route. This screen is used by Batching, Code and Edit, Data Conversion, and Entity functions.

"Navigate" to the Batch Release Screen for final release batches.

Select the Function Code from the drop-down list.

Program Code- Enter the five-digit program from the Form 9382, Batch Transmittal. The cursor automatically moves to the "Batch Number" field.

Enter the "Batch Number" from the Form 9382, Batch Transmittal.

If any of the Batches are not in the Function, a message appears.

Click the "OK" button to show the Batch was not released.

Check your transmittal for clarification.

This module allows the user to delete a batch when an error has occurred in any of the fields as long as the batch is deleted on the same day the batch was created. Various functions use this screen.

To delete a batch:

"Navigate" to the "Batch/Block Volume Change Screen" in the Toolbar.

Enter the five-digit "Program Code" from the Form 9382, Batch Transmittal. The cursor will move to the "Batch Number" field.

Enter the "Batch Number" from the Form 9382 then press <ENTER>.

All assigned DLNs for the Batch appear.

Click in the "Actual Volume" column next to the DLN for volume to be corrected.

Make the change. Press <ENTER> and record will be highlighted and the partial release indicator will be checked.

When finished with all volume changes, press the "Release Entire Batch" button for final release or use the procedures below for releasing a Partial Batch:

If this block is to be deleted, follow the instructions in (9) below.

To Delete a Block Record:

Repeat instructions in (1) through (7) above to continue releasing batches of work.

This screen is used to return a batch of work to a prior function as long as the release to that function occurred within the same BBTS day. For example, function 190 releases an incorrect batch of work to function 230. Function 190 can return the batch to their function as long as BBTS is still in the same day that the batch was originally released.

"Navigate" to "Batch Rollback" .

Enter the "Program Code" and "Batch Number" to be rolled back from the Form 9382 then press <ENTER>.

The current and prior function will appear on the screen then press <ENTER>.

Click on "Move Back" .

A Batch Rollback confirmation message appears with "Batch has been returned to Function 230" .

Click on the "OK" button.

Corrections can be made to this batch.

The DLN Generation Screen is used to establish a block of With-Remit (W/R) returns processed by the Manual Deposit function. This application allows the BBTS user to input specific information used to generate With-Remit (W/R) Block DLNs and Alpha Block Control (ABC) Codes. The DLN and the ABC for each block is established within the batch of work.

"Navigate" to the "DLN Generation Screen" .

With-Remit automatically appears in the first field.

Enter the five-digit Program Code.

The File Location Code (FLC) automatically generates. User may override then press <ENTER>.

Enter the appropriate Reference Number then press <ENTER>. Refer to your local Reference file.

Enter the number of DLNs needed then press <ENTER>.

Press "Continue" .

Click on "DLNs" on the Menu Toolbar.

Select "Print" and "Manual Deposit DLNs" .

To Print:

This process establishes the DLN and the ABC for each block within the batch of work. After the DLNs are generated for the Batch, a print of Form 9382 and Form 1332 is needed.

"Navigate" to the "DLN Generation Screen" .

Non-Remit is highlighted. Press the <ENTER> key.

Enter the five-digit "Program Code" from the Batch Transmittal Form 9382. Cursor automatically moves to the next field.

Enter the Batch number from the Form 9382, Batch Transmittal. If the Batch number is less than four-digit, press <ENTER>. If the Batch number is four-digit, the cursor will advance to the next field.

Enter a three-digit number in the "Docs per Block" field to indicate the block size (number of documents in the block) then press <ENTER>.

The "File Location Code (FLC)" is systemically generated for regular pipeline systems. For some Non-Master File (NMF) and Information Returns Processing (IRP) batches, the cursor stops momentarily to allow the BBTS user to manually change the field. If no changes are needed, press <ENTER>.

The cursor moves to the "DLNs Needed" field.

Is the number of DLNs correct? If "yes" , press <ENTER>. If "no" , click on the DLNs Needed field to override the number generated.

BBTS assigns the number of DLNs requested. Use the scroll bar at the right of the screen to review the DLNs assigned.

Click on "Continue" and repeat instructions in (1) through (11) above to assign DLNs to numerous batches at one time.

After completing the instructions in IRM 3.10.5.6.1, click on "DLNs" located on the Menu Toolbar.

Select "Print" then select Form 9382.

A pop-up window appears with the following message: "Did the Form 9382 (report) print correctly?"

System generates Form 9382(s).

Select "Print" and then select "OK" .

Select the number of copies to print.

Click "OK" .

A pop-up window appears with the following message, "Did the Form 9382 report(s) print correctly?"

Select either "Yes" , "No" (Print Again), or "Cancel" (Print Later).

Form 9382 prints.

Click on "DLNs" located in the Menu Toolbar.

Click on "Print Preview" to ensure Form 1332 prints correctly.

Select "Print" and then select "OK" .

Select the number of copies to print.

Click on "OK" .

A pop-up window appears with the following message: "Did the Form 1332 report(s) print correctly?"

Select either "Yes" , "No" (Print Again) or "Cancel" (Print Later). If "Yes" is selected, Form 1332 will print.

This application allows the user to reprint Batch Transmittal(s) Form 9382, Form 1332, and Form 813.

"Navigate" to the "Reports Screen" .

Click on the "Re-print Transmittal" .

Enter the five-digit "Program Code" .

Click on the "Batch Number" field and enter the Batch Number.

Select either "Reprint 9382" or "Reprint 1332" as appropriate. A pop-up window indicates Form 9382 successfully scheduled to print or Form 1332 successfully scheduled to be printed. Click "OK" .

Select "Reports" on the Menu Toolbar.

Select the "Print" option. Click on the form User wants to print.

System generates forms.

Select "Print" and then select "OK" .

A pop-up window appears with the following message: "Did the Form 9382 or 1332 report(s) print correctly?" . Select either "Yes" , "No" (Print Again) or "Cancel" (Print Later).

Follow the instructions in (2) through (11) above when re-printing Remittance Processing Identification (RPSIDs) transmittal.

To Re-print a Form 813, Enter "DLN" . Select "Re-print 813" . A pop-up window indicates Form 813 successfully scheduled to be printed. Click "OK" . Follow the instructions in (7) through (12) above.

The ISRP (Integrated Submission and Remittance Processing System) RPSID Screen allows the user to assign a RPSID number to all With-Remit returns processed through Deposit and to delete a RPSID number that was erroneously assigned.

"Navigate" to the "ISRP RPSID Generation Screen"

To create RPSIDs follow the instructions in (4) through (13) below.

Enter the beginning RPSID number. Press <TAB>.

Enter the Program number. Press <TAB>.

Enter MFT. Press the <TAB> key.

Enter the Transaction Code. Press <TAB>.

Enter the Tax Year (YYYY). Press <TAB>.

Enter the Tax Period (MM). Press <TAB>.

Enter the Received Date (MMDDYYYY). Press <TAB>.

Enter the number of RPSIDs. Press <TAB>.

Select the "Generate RPSIDs" button.

Screen displays list of generated RPSIDs.

To print transmittals, select "BBTS" , "print" , "transmittal" .

The Form 9382, Batch Transmittal(s) generates as an Adobe Acrobat pdf file. When the file has been generated print the transmittal(s).

After printing the generated Form 9382, Batch Transmittal(s), close Adobe Acrobat and return to BBTS. A message window appears with the following Pop-up message: "Did the Form 9382 report(s) print correctly?" Select either "Yes" , "No (Print Again)" , or "Cancel (Print Later)" .

The Form 1332, Block Header(s), generates as an Adobe Acrobat pdf file. When the file has been generated print the transmittal(s).

After printing Form 1332, Block Header(s), close Adobe Acrobat and return to BBTS. A pop-up message appears with the following message: Did the Form 1332 report(s) print correctly?. Select either "Yes" , "No (Print Again)" , or "Cancel (Print Later)" .

To print additional sets of RPSIDs, "Navigate" to the Toolbar and click on "Tools" , and select "Generate RPSIDs" . Repeat instructions in (3) through (18) above.

To Delete RPSIDs that have been created under the incorrect Program Number, MFT, Transaction Code or a combination of items, use the following instructions:

This screen allows the user to list and balance the individual money amounts in a block that has been assigned a DLN through the With Remittance DLN Generation Screen. The user will also have the capability to generate and print the Form 813 and Form 813-A.

"Navigate" to 813 Entry/Reconciliation.

Select the DLN to be listed and balanced. The user will select the DLN previously generated through the With Remittance DLN Generation Screen:

Individual money amounts (deposit credits only) must be listed for each Manual Deposit DLN. A maximum of 100 documents (serial numbers 00-99) can be entered per block DLN. The money amounts are entered from the actual payment documents (checks, money orders, etc.).

Use the following instructions for Listing Money Amounts:

Use the following procedures for Reconciliation to Balancing a DLN:

Printing Form 813

Generating and Printing Form 813-A

Replacing a DLN

Removing a DLN from Form 813-A

The Off-Line DLN Generation Screen allows the user to establish Off-Line DLN Generation for Non-Master File (NMF) payments, returns sent from the Campus area offices.

This screen is used for DLN renumbering performed in Rejects or in Accounting.

This screen is used by Numbering for documents requiring numbering which are processed through general purpose processing (GPP).

This screen is also for Employee Plan/Exempt Organization (EP/EO) user fees. All NMF documents are pre-sorted into like area offices, and Master File (MFT) codes. EP/EO user fees are pre-sorted by form number only.

The user assigns Document Locator Numbers (DLNs) to payments and returns. The payments and returns can be in the form of payment vouchers, such as Form 2424, Form 3244, Form 2552, and Form 3413, and BMF and IMF returns.

Follow the instructions below to generate DLNs: