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Part 11. Communications and Liaison

Chapter 53. Small Business/Self-Employed

Section 5. Stakeholder Liaison (SL) Activities (Cont. 1)

11.53.5  Stakeholder Liaison (SL) Activities (Cont. 1)

11.53.5.11 
Industry Liaison

11.53.5.11.4 
Small Business Regulatory Enforcement and Fairness Act (SBREFA)

11.53.5.11.4.9  (02-01-2007)
SBREFA Hill Hearings and One-On-One Meetings with the SBA National Ombudsman (Headquarters Only)

  1. Hill Hearings -- Periodically the House/Senate committees on Small Business conducts hearings about SBREFA (and the RegFlex Act - RAF). SL HQ may attend, observe and provide a briefing to SL executives.

  2. SBA National Ombudsman One-On-One -- One-On-One meetings between the SBA National Ombudsman and the IRS may or may not be requested annually. The last such meeting was in September 2004.

    • The meeting should be held downtown and be 1-2 hours in length.

    • They are typically at the request of the ONO.

    • The ONO will propose an agenda that SL may modify to meet SB/SE needs.

    • Coordinate and invite applicable IRS personnel.

11.53.5.11.5  (02-01-2007)
Leveraged Small Business Tax Workshops

  1. Background: As Stakeholder Liaison HQ (SL HQ) focuses its attention on the operational priorities in the program letter, the need for basic, introductory Small Business Tax Workshops continues.

  2. SL HQ has leveraged the product needed to adopt fully leveraged models for delivering Small Business Tax Workshops which meets the needs of different customers and partners.

11.53.5.11.5.1  (02-01-2007)
Definitions of Leveraged Small Business Tax Workshops

  1. Partner organizations organize, market and staff live workshops using IRS materials and their own materials.

    • IRS materials - Publication 1066C, A Virtual Small Business tax Workshop.

    • Partner materials - Materials developed by the partner without IRS intervention.

  2. Partner organizations link to IRS' on-line Small Business Tax Workshop products and market them to their members.

  3. Partner organizations distribute Publication 1066C , A Virtual Small Business tax Workshop. DVD, to their members and/or let them know how to order it.

  4. See Exhibit 11.53.5-8., Job Aid Describing the Delivery Options, showing each model.

11.53.5.11.5.2  (02-01-2007)
Responsibilities

  1. SL Headquarters Office:

    • Develops and coordinates all IRS materials for Small Business Tax Workshops with representatives from SL Field and Communications.

    • Markets Small Business Tax Workshops and on-line materials to partners at the national level.

    • Coordinates with the National Distribution Center (NDC) to assure partners' ability to order sufficient quantities of Pub 1066C and other workshop materials.

  2. Area Mangers:

    • Create a letter of agreement with their partners to outline roles and responsibilities of partners and the IRS.

    • Establish new accounts for partners who will produce/provide instructions for Small Business Tax Workshops. Inform partners of account numbers and explain the ordering process. See IRM 11.53.5.2.6..5 ordering products for Small Business Tax Workshops.

    • Determine the rules for granting CPE credits to partner organizations at the local level.

    • Draw our partner's attention to the feedback mechanisms available as part of the on-line Pub. 1066C and the Virtual Small Business tax Workshop DVD. Capture anecdotal data obtained when visiting clients or observing a workshop.

    • Offer partner organizations the opportunity to complete and to return the Customer Feedback Survey form to gather information about the quality of the presentation.

    • Continue to support our bi-lingual workshop initiatives as we have in the past.

  3. The Relationship managers:

    • Become familiar with the Virtual Small Business tax Workshop DVD and streaming video.

    • Be able to explain to partners how to find/link to the on-line course materials, how to order the student/instructor DVD and how to use the DVD's instructor data base.

    • Market the features and benefits for the workshop to local partners

    • Conduct thorough product demos for partners interested in becoming workshop producers; offer consulting assistance to partners who are using their own Small Business Tax Workshop materials.

    • Publicize partners' workshops by posting them to the workshop calendar on irs.gov.

    • Act as a facilitator to connect volunteer instructors with partner organizations producing workshops so they can build and maintain their one instructor cadres.

    • Refer inquiries about Small Business Tax Workshops to partners who produce them and their schedules on the IRS web site.

    • Draw our partners' attention to the feedback mechanisms available as part of the on-line Pub 1066C, Virtual Small Business Workshop and Virtual Small Business Tax Workshop DVD. Capture anecdotal data obtained when visiting clients or observing a workshop.

    • Process completed Customer Feedback Survey form received from partner organizations about the nationally created materials according to local procedures.

    • Send feedback from partners about the nationally created materials to SL Headquarters.

  4. Partner Organization will:

    • Organize, market and staff live workshops using IRS workshop course material or their own. Partner materials are materials developed by the partner without IRS intervention.

    • Link to IRS' On-line Classroom at: www.irs.gov/smallbiz.

    • Publicize and/or distribute Pub 1066C, A Virtual Small Business Workshop DVD.

11.53.5.11.5.3  (02-01-2007)
Leveraged Small Business Tax Workshop Products

  1. Classroom- Pub. 1066C, Small Business tax Workshop DVD .

  2. On-Line Classroom- Pub. 1066C, A Virtual Small Business Tax Workshop DVD.

  3. Self-Study-Pub. 1066C, A Virtual Small Business Tax Workshop DVD.

  4. Pub. 1066C, A Virtual Small Business Tax Workshop DVD (see table below):

    Features and Benefits

    • Incorporates audio, video, and instructor database in one product.

    • Closed-captioned in Spanish, and Mandarin Chinese.

    • Presentations are easy to understand.

    • Links are available to IRS web site for more topic information.

    • Menu option allows the viewer to select the topic of their choice.

    • Video streamed on the SB/SE web site.

    • Feedback mechanism.

    • Resource for small business owners, incorporating dynamic, interactive elements into one product.

    Targeted Audience

    • Small Businesses and Self-employed.

    • Small business owners who cannot attend workshops.

    • Start-up businesses.
    Suggested Use

    • Alternative delivery of face-to-face workshops.

    • Self-study (in lieu of attending a workshop).

    • Handout at outreach events, workshops, and trade shows.

    • Demonstrate at one-on-one meetings with stakeholders.

    • Video streamed on the SB/SE web site.

    • Teaches the basics on how to comply with tax laws in an easy- to -understand format.

    • Provide instructor and student an understanding of taxpayer rights, record-keeping, and reporting requirements.

11.53.5.11.5.4  (02-01-2007)
Ordering Products for Small Business Tax Workshops

  1. Partner organizations may order Small Business Tax Workshop materials by using Form 12196, Small Business Tax Product Order Blank (you may access Form 12196 from irs.gov: http://www/irs.gov/formspubs/lists/0..id=97796.00.html or by calling 1–800–829–2765 ( See Figure@Exhibit 11.53.5-9.See Exhibit 11.53.5-9, for ordering procedures for partners).

    1. Form 12196, Small Business tax Product Order Blank:

      • Area Manger's representative will establish an account for the partner, give them an account number, and explain the ordering process.

      • Area Manager's representative will establish the account by calling 1–800–829–2765 and identify himself/herself as an SL authorized employee.

        Note:

        You must provide the partner organizations a permanent address. The National Distribution Center (NDC)cannot process "one time" shipments.

      • Area Manger's representative must provide the following partner information to the IRS customer service representative:

        1. Organization Name

        2. Attn.: (if appropriate)

        3. Street address (No P.O. Box)

        4. City

        5. State

        6. Zip Code

        7. Partner's Name

        8. Partner's telephone number including area code

        9. Partner's fax number including area code

        10. Partner's E-mail address (if available)

        11. SL HQ contact name and telephone number

      • Once the NDC assigns the account number, the Area Manager representative will tell the partner what it is. Be sure they understand they will need this number for future orders.

      • If a partner calls 1–800–829–2765 without an account number, the order will not be taken. They will be referred to the local Area Manager's representative to establish the account.

      • Partners with account numbers may order tax products by calling 1–800–829–2765. This is the preferred ordering method.

      • The IRS customer service representatives are available from 8:00 a.m. to 5:00 p.m. CST year round (Monday thru Friday).

      • The IRS customer service representatives will address questions on completing Form 12196. Partners may ask for additional copies of Form 12196 during this call or they can download it from the Internet at: www.irs/gov.

      • Partners may also FAX the Small Business tax Product Order Blank to 1–309–622–2432. This is not a Toll-free telephone number and there is no acknowledgement of receipt of the FAX unless requested items are out of stock.

      • The NDC will send workshop materials that are in stock. They will not back-order out of stock items for workshops because of the likelihood the workshop will be over before the item is back in stock.

      • If any of the materials ordered for a workshop are on back-order, customer service representatives will tell the partner the items that will not be in the shipment.

      • Products must be ordered approximately two to three weeks in advance of the Small Business Tax Workshop. The NDC cannot process "Expedite " orders nor promise delivery on specific date/time.

      • When an order is accepted, the customer is given a 14 digit CIDS Order Number. This number is given to the caller at the end of the call or faxed back to the requester for faxed ordered. When following up on the status of a special order, the 14 digit CIDS order number is required.

      • Products that are shipped to the partner may arrive in multiple shipments.

    2. On-Line Ordering:

      • Partners may order products at Small Business Products Online Ordering on IRS.gov.

      • Double click on Small Business Products Online Ordering .

      • Double click on the Order Now line of the product to be ordered.

      • Type the quantity of products ordered in the quantity box.

      • Click on Add to Card to completed the ordering process.

    3. National Distribution Center (NDC):

      • Copies of products can be ordered from the IRS National Distribution Center by calling 1–800–829–3676.

      • Allow 10 working days for the receipt of products.

11.53.5.12  (02-01-2007)
Treasury Report Submissions

  1. Stakeholder Liaison Headquarters is responsible for submitting high level outreach items through Communications & Liaison (C&L) for possible inclusion in the Weekly Report to Treasury. The Communications, Liaison and Disclosure (CLD) weekly input is due to C&L no later than 5:00 p.m. eastern time on Friday.

  2. Each function within CLD should submit items to the SL HQ Project Manager by noon Thursday of each week. These items are for high level outreach events occurring the following week.

  3. The SL HQ Project Manager determines which items should be forwarded to C&L and prepares the submission in the correct format to send to C&L. The submission is sent no later than 5:00 eastern each Friday and the Director, CLD and the Director, SL HQ are copied.

11.53.5.13  (02-01-2007)
Policy for Attending Stakeholder Liaison (SL) Activities (i.e. Trade Shows, Practitioner Engagements and Small Business Fairs)

  1. This guidance will provide SL employees with a process for determining attendance at trade shows and small business fairs. Trade shows and small business fairs are defined as events at which our products or services are demonstrated to a particular industry or audience via large venues via exhibitor space (booths.)

  2. In light of ongoing budget cuts, it is necessary that we refocus our efforts in this area to ensure that we are meeting the utmost opportunity to deliver key messages to Payroll and Practitioner Liaison and Industry Liaison stakeholders. As SL realigns its focus and activities in support of the CLD & SL Program Letter, the Quarterly Rolling Communication Plan (RQCP) and the IRS Strategic Plan, it is also necessary to adjust any existing strategy.

  3. In order to achieve a more strategic and leveraged approach to our outreach activities, the decision to attend any SL activities will be made by a more focused set of criterion. Decisions for local activities will be made at the local level and national activities will be made at the national level. However, national requests needing local assistance must be approved by the Field Executive and the Director of Stakeholder Liaison. All Trade Show requests (i.e. Industry type business or organization) must be approved by the Field Executive and the Director of Stakeholder Liaison. The focus for attending any event must be link to the following priorities: SB/SE, CLD, SL Program Letter, RQCP and supports Compliance Strategic Initiatives.

11.53.5.13.1  (02-01-2007)
Selection Criteria

  1. Before the decision-making process can begin, a careful review of the selection criteria must take place. Please consider the following factors in determining if a request should be made:

    • Is attendance at this event directly linked to the SB/SE Program Plan, CLD and SL Program Letter, RQCP and IRS Strategic Plan?

    • Does this effort supports a strategic Compliance initiative as described in the CLD & SL Program Letter?

    • Are there alternative ways to deliver messages, products or services to this segment of tax professionals or small business taxpayers? For example, can a speaking role be acquired in lieu of a booth?

    • Can arrangements be made to provide materials to participants without an exhibitor presence? For example, can arrangements be made to place our message, products or services into registration bags/

    • Can event be supported by minimal costs? For example, can arrangements be made for complementary booth space and registration fees ,or can the costs be shared with another Operating Division?

    • Is this a particular taxpayer segment SB/SE is trying to develop a new relationship with?

    • Is attendance critical to maintaining a strategic relationship? For example, will a Tier I or Tier II stakeholder relationship be significantly at risk, or is attendance the only way to maintain the relationship?

11.53.5.13.2  (02-01-2007)
Approval Process

  1. If the event meets most of the criteria listed above, complete the attached Approval Form and submit to the first level of approval- See Figure@Exhibit 11.53.5-10.See Exhibit 11.53.5-10. Please include any accompanying materials such as an exhibit kit, or supporting documentation. No commitments should be made until proper approval is received.

    • Approvals for the Field
      1. Area Director
      2. Field Director
      3. Stakeholder Liaison Director

    • Approvals for Headquarters
      1. HQ Chief
      2. Stakeholder Liaison Director

11.53.5.14  (02-01-2007)
Office of Special Programs

  1. SB/SE SL HQ Chief, Special Programs is responsible for the following:

    • Setting National goals and policies for the education portion of the program;

    • Supporting SB/SE Bank Secrecy Act objectives;

    • Establishing procedures to ensure the effectiveness of the National program;

    • Gathering and analyzing program statistics and disseminating them to appropriate parties;

    • Coordinating with practitioners, industry and trade association groups;

    • Performing other actions necessary to coordinate and carry out program objectives; and

    • Overseeing the production of Tax Talk Today.

  2. The Chief, Special Programs reports to the Director, SL HQ.

11.53.5.14.1  (02-01-2007)
Roles and Responsibilities of Chief, Special Programs

  1. ) Coordinates with SB/SE Compliance to identify opportunities for new programs and tax matter agreements with specific industries.

  2. Develops a Bank Secrecy Act pre-filing strategy that integrates with SL Field, Compliance, other operating divisions, and the Financial Crimes Enforcement Network (FinCEN).

  3. Meets with specific industry leaders or partner groups to identify opportunities for voluntary compliance from an industry perspective.

  4. Coordinates with Chief, Payroll & Practitioners and Chief, Industry in the development of customized marketing strategies for International and Bank Secrecy Act programs.

  5. Incorporates E-Commerce methods of delivery where possible to maximize distribution of products and services through the use of technology.

  6. Provides feedback to Compliance, SL Field, FinCEN, and other business units as appropriate.

  7. Coordinates with SB/SE Compliance, Criminal Investigation (CI), and FinCEN to deliver the Bank Secrecy Act program.

11.53.5.14.2  (02-01-2007)
Key Interdependencies of Chief, Special Programs

  1. Interacts at the National level with Compliance, LMSB, TE/GE, CI, FinCEN, Counsel, GL, SL Field and Communications to deliver consistent education/outreach materials, identify stakeholders, and to identify issues and trends.

11.53.5.14.2.1  (02-01-2007)
Special Programs for CLD's Stakeholder Liaisons

  1. Communications, Liaison and Disclosure (CLD) employees, in the capacity of Stakeholder Liaisons, provide outreach to SB/SE customers in support of Compliance initiatives and programs. CLD has heightened involvement in four of the SB/SE Compliance initiatives.

    • Bank Secrecy ACT (BSA) activities

11.53.5.14.2.2  (02-01-2007)
Roles and Responsibilities

  1. HQ Stakeholder Liaisons & Analysts have responsibility to lead BSA for CLD. The managers and analysts develop policies, procedures, and provide guidance through close collaboration and advertisement with Compliance, Financial Crimes Enforcement Network (FinCEN) and Large & Mid Size Business (LMSB).

  2. Field Stakeholder Liaisons implement the policies set for the Compliance support and initiative programs.

  3. CLD Management ensures that priorities are aligned with programs and compliance goals.

Exhibit 11.53.5-1  (02-01-2007)
Practitioner SRM Toolkit

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Exhibit 11.53.5-2  (02-01-2007)
Industry/Business SRM Toolkit

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Exhibit 11.53.5-3  (02-01-2007)
Tier I and II Stakeholder Relationship Toolkit

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Exhibit 11.53.5-4  (02-01-2007)
SL Field PLM Summary Sheet

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Exhibit 11.53.5-5  (02-01-2007)
CPE Credits Sample Letter

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Exhibit 11.53.5-6  (02-01-2007)
Partners Page Tax Center Template

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Exhibit 11.53.5-7  (02-01-2007)
SBREFA Field Summary Report

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Exhibit 11.53.5-8  (02-01-2007)
Job Aids Describing the Delivery Options

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Exhibit 11.53.5-9  (02-01-2007)
Ordering Procedures for SL Partners

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Exhibit 11.53.5-10  (02-01-2007)
Trade Show Event Request Form

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Exhibit 11.53.5-11  (02-01-2007)
Practitioner SRM Toolkit

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Exhibit 11.53.5-12  (02-01-2007)
Practitioner SRM Toolkit

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Exhibit 11.53.5-13  (02-01-2007)
Practitioner SRM Toolkit

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Exhibit 11.53.5-14  (02-01-2007)
Practitioner SRM Toolkit

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Exhibit 11.53.5-15  (02-01-2007)
Practitioner SRM Toolkit

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Exhibit 11.53.5-16  (02-01-2007)
Industry/Business SRM Toolkit

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Exhibit 11.53.5-17  (02-01-2007)
Industry/Business SRM Toolkit

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Exhibit 11.53.5-18  (02-01-2007)
Industry/Business SRM Toolkit

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Exhibit 11.53.5-19  (02-01-2007)
Industry/Business SRM Toolkit

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Exhibit 11.53.5-20  (02-01-2007)
Industry/Business SRM Toolkit

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Exhibit 11.53.5-21  (02-01-2007)
Partners Page Tax Center Template

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Exhibit 11.53.5-22  (02-01-2007)
Partners Page Tax Center Template

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Exhibit 11.53.5-23  (02-01-2007)
Partners Page Tax Center Template

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Exhibit 11.53.5-24  (02-01-2007)
Partners Page Tax Center Template

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Exhibit 11.53.5-25  (02-01-2007)
Partners Page Tax Center Template

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Exhibit 11.53.5-26  (02-01-2007)
Partners Page Tax Center Template

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Exhibit 11.53.5-27  (02-01-2007)
Ordering Procedures for SL Partners

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