IRS Audit Process : Arizona Tax Attorneys and EAs
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N. Rodfile Gilbert, Az.


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Dear Future Client,

My Name is Brandon Metcalfe, EA. I am the Owner of Resolute Tax Services. I am an Enrolled Agent. I would like to introduce you to my Company and invite you to hire us to ease the burdens of IRS Debts and IRS Audits.

I have over twelve years of experience in Tax Resolution. I have worked for over five years at one of the Nation’s Largest Tax firms and have worked in other Law Firms here in Arizona and nationwide for Arizona Tax Attorneys.

I have built Resolute Tax around You our client. I have seen the difficulties these other models have. I know that with these big firms you can become a number and get lost in the shuffle. Most of the time the work that you paid for them to do will never get done and in most of cases it isn’t even the best solution for your situation. This is caused from having a salesperson meeting with the client and telling them he is a “consultant”.

These companies are starting to be looked at by the government and they have been successful in shutting down two of the largest firms. Ronni Deutch was closed by the State Bar of California in 2011 and JK Harris filed Chapter 7 Bankruptcy in early 2012, caused by numerous lawsuits from Attorney’s general offices around the country. Don’t get ripped off by these companies.

Next a Law Firm can be good but does have a downside. You are usually facing higher and higher fees. Most Law firms practice different kinds of Law so it can be debatable in how often they deal with these issues. Also Attorneys are notorious for being unreachable. An Attorney can call himself a “Tax Attorney” without having any experience dealing in Taxes. Watch out for these Attorneys. 

I have built a Firm to meet these needs. Being able to make Resolute Tax a customer focused Firm we have been able to make services affordable and have filled the communication gap of always being available. Not only do we do Tax Preparation and other year to year tax activities but we specialize in IRS and Arizona Audit Representation, and offer's in compromise(IRS settlements). We have been representing Taxpayers all over the country in IRS Audits. Representing in an IRS Audit is a lot about the experience the representative has. I have stepped in time after time to help other CPA's, Tax Attorneys and other tax professionals to consult on how I think the Audit will go. You have to have the experinece to know what the IRS is looking for and what the purpose of that would be. Not knowing these things can put the Taxpayer in a really bad situation when the tax audit is finished. 

We have also specialized in Offers in Compromise and solving othe IRS Tax problems. We would put our record against any other firm in the negotiations we perform day in and day out with the IRS for our clients. We get more done and do it more effective. We solve Tax Problems.  

I want to invite you to come in for a FREE consultation so you can get a feel of what we are about and see that we have Your best interest at heart. You can call me direct or email me with a question.

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Brandon H Metcalfe, EA
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Tax Debt Negotiation and Resolution

IRS Audit Process

by BH Metcalfe EA on 03/16/11

IRS Tax Audit
 
 
It is important to know the IRS process and the inner workings during an IRS audit if you are ever to be audited. I think the reason why is from my experience I have seen that majority of Tax audits do not come out to a favorable outcome to the Taxpayer unless the Taxpayer has the Knowledge and Law on their Team.
How the IRS Chooses.
 
                Before you receive the dreaded letter from the IRS explaining that your tax returns have been selected for Audit, it is good to know how the IRS makes this Decision. Basically there are two ways that the IRS chooses a return for audit. The first and probably the most common are through an algorithm used by the IRS computers that chose Audits based on a score. The second is the human way of detective work by the IRS and other informants.
                The IRS has a computer program named the Discriminate Function System. The computer program uses an algorithm that takes several factors and creates a score. This score is called the Discriminate Funtion(DIF) score. The higher the score the more likely your return is to be Audited. Some of the factors are not limited to the following but can consist of, home office expense on schedule C, self employed, more than twelve thousand dollars in Charity Contribution. These are just some of the reasons.
                One of the other reasons that could produce a higher score would be differences in Income reported by third party Institutions and the information you provide.
                The Second reason for an audit would be through Detective tactics. The IRS has a reporting system that you can report someone of tax fraud. This could cause an examination of a return. Also the IRS could be looking into people or companies for unusual things occurring.  The IRS will go after cash reporting companies. The IRS will audit a Partner of a business which could cause an audit of the other partner.
Types of Audits
 
            IRS civil examinations can take a variety of forms, depending upon the type of taxpayer, the complexity of the tax return and the initially determined scope of the exam. The simplest examinations conducted by the IRS are Campus Examinations. Campus Examinations are correspondence exams addressing simple problems like substantiation that can be resolved easily by correspondence and/or telephone. Area Office Examinations may be conducted for slightly more complicated issues such as small business returns and more complex non-business returns. Area Office Examinations may be conducted by correspondence, office interview or even by a field examination, depending on type and complexity of the return. In all cases, the taxpayer is asked to provide supporting documentation of questionable items. Business returns will always be examined in an office or field interview rather than a correspondence examination.
As a practical matter, examiners at the correspondence and office levels are much less invasive. The examining agents are required to process many cases and often have little time to completely familiarize themselves with the return. Indeed, the examiner may not have reviewed the taxpayer’s file and return until after the taxpayer has replied to all correspondence regarding the examination, and often not until the day of the interview. The scope of office examinations is generally limited to items on a checklist of issues contained in the Internal Revenue Manual. The examiners have little discretion and basically, are charged with verifying income and deductions based upon records provided. A taxpayer’s inability to produce adequate records may lead not only to disallowance of the disputed items for the year at issue, but also to audits of other years’ returns.
Field Examinations involve more complex issues. The examining agent will be a revenue agent, as opposed to an office auditor. He or she will be better trained and will have had more experience. A Field Examination consists of examination of a taxpayer’s books and records at the taxpayer’s place of business or where the books, records or source documents are maintained. The agent will review the taxpayer’s entire return and all documentation related to that return. The agent may be assisted by a technical specialist such as an “engineer agent” if the return presents a special issue such as valuation. Unlike, office auditors, revenue agents spend considerable time preparing for the examination. Prior to the examination, the revenue agent will review any prior examination reports from the same taxpayer. This may lead to scrutiny of recurring issues or inclusion of other years’ returns in the examination. Of course, the revenue agent will also look at the return for unusual or questionable items.
Taxpayers Right During an Audit
 
                Taxpayers are guaranteed certain important rights during audits and examinations. Among these rights is the right to be provided certain information describing the examination process and other rights at the commencement of the examination. Examinations must be conducted at a reasonable time and place and taxpayers have the right to bring representation to any interview. Taxpayers have the right to record any interviews with the agent. Taxpayers also have the right not to be interviewed, except through the summons process, and must be notified of any summons to a third party and of their right to quash any such summons. Importantly, taxpayers have the right to have their tax information kept confidential.
Burden of Proof
 
                Under prior law, there was a rebuttable presumption that IRS’s determination of tax liability is correct, and therefore (with some exceptions such as fraud), the burden of proof was on the taxpayer to show that the IRS’s determination was wrong. Under new law, the IRS has the burden of proof in any court proceeding with respect to a factual issue related to income, estate, gift, and generation-skipping transfer taxes if the taxpayer introduces credible evidence relevant to the determination of the taxpayer’s tax liability. To be eligible, the taxpayer must prove that he or she complied with required statutory and regulatory substantiation and recordkeeping requirements; cooperated with reasonable IRS requests for meetings, interviews, witnesses, documents, and information; and (if not an individual) met certain net worth limitations. Cooperation generally involves: providing reasonable assistance to the IRS in accessing witnesses, information, and documents not within the taxpayer’s control; exhausting administrative remedies, including IRS appeal rights; and establishing the applicability of a privilege. Cooperation does not require that the taxpayer agree to an extension of the limitations period. The IRS continues to have the burden of proving fraud, irrespective of the new law.
 
Interacting with the IRS Agent
When possible, the taxpayer’s representative, not the taxpayer, should interact with the agent. Indeed, in most cases, the meetings should take place at the representative’s office, not the taxpayer’s place of business. Direct contact between the agent and the taxpayer (or taxpayer’s employees) should be minimized. Agents are trained in interviewing techniques designed to elicit information. They will ask open ended questions, and will listen carefully to the responses. Taxpayers who meet with an agent should be careful to answer only the question asked.
Absent having been served an administrative summons, a taxpayer has the right to refuse to be interviewed. Although, historically examining agents have been reluctant to press for taxpayer interviews, examining agents have become more aggressive in seeking taxpayer interviews and using summonses to compel them. If interviewed pursuant to a summons or otherwise, the taxpayer has a right to counsel and may assert appropriate privileges.
Care should be taken to create a complete record of all information provided to the examining agent. Maintain a detailed record of all documents and records provided to the examining agent. Maintain a record of any oral communication with the agent whether in person or by telephone. Confirm any material oral agreements in writing.
How Agents Gather Information
During the examination, the agent may request various types of documentation to verify items of income and expense on the return, including records, such as receipts, invoices, books, and worksheets. Revenue agents may also review prior or subsequent tax returns or the returns of related taxpayers.
Generally, agents have broad powers to compel production of relevant information. Nevertheless, certain types of information may be subject to privilege or otherwise not subject to compelled production. Once provided, the privilege is likely to have been waived. For example, an agent may ask to see invoices to substantiate a deduction claimed for professional services, such as accounting or legal fees. The descriptions of the services provided could contain information leading to another adjustment. If the descriptions of the services may be privileged, the taxpayer may be able to withhold the actual invoices in favor of some other proof of payment, or may be able to provide redacted invoices.
There has been much discussion about whether tax work papers can be so compelled. Tax work papers prepared in connection with the preparation of the tax return can be reviewed. However, audit accrual work papers, which may reflect opinions and estimates related to questionable items on the return, present a more complex question. Agents are cautioned in the Internal Revenue Manual to exercise restraint in this area, but the Service is becoming more aggressive, particularly where listed transactions are involved.
Keep in mind that the taxpayer’s books and records may contain confidential information of another taxpayer, such as IP or the terms of a contract. The taxpayer may be under a contractual obligation to keep this information confidential. If the agent can not be convinced to accept redacted documents, the taxpayer may want to decline to produce the document unless an administrative summons is issued compelling its disclosure.

An agent will typically request documents and other information by issuing an Information Document Request (Form 4564). Initial requests at the beginning of an examination are typically fairly broad with subsequent requests focusing on specific issues. Keep careful track of IDR requests and items produced. Always maintain a duplicate copy of any documents that are provided and include a transmittal letter with any response describing the documents produced.
If a taxpayer fails to produce requested items, the Service can summons a taxpayer or third party for books, records or testimony. Agents are directed to make an attempt to obtain information informally before issuing a summons. Agents are instructed to consider issuing a summons when a taxpayer fails to make requested records available within a reasonable period of time; where the records submitted are known or suspected to be incomplete and the examining agent believes that additional records containing relevant and material matter may be in the possession of the taxpayer or a third party; and when the examining agent is in doubt as to the availability of pertinent records and wishes to obtain oral testimony as to what records may exist and their location.
When an administrative summons is issued, the summoned person must personally appear at the time and place specified with any requested items. The summoned person has the right to counsel, the right to assert the attorney-client privilege, and the right to raise the self-incrimination privilege under the 5th Amendment. The IRS can issue administrative summonses to third parties believed to hold relevant information. Notice of summons issued to a third party must be given to the taxpayer within 3 days of the date on which service is made to the third party and no less than 23 days before the summons return date. This is to allow the taxpayer sufficient time to file a petition to quash.
If a summoned party ignores the summons or otherwise fails to fully comply, the Service may bring legal proceedings to enforce the summons in federal district court. A court will generally enforce a summons if there is a legitimate purpose for the examination; the information demanded may be relevant to that purpose; the information is not already in the possession of the Service; the information or document is not privileged and the Service has complied with the applicable administrative requirements of the Code and regulations.
Dealing with a Potential Criminal Referral
If an agent has a “firm indication of fraud” he or she is required to suspend the civil examination without disclosing the reason to the taxpayer. IRS regulations prohibit an agent from developing a criminal case against a taxpayer under the guise of a civil investigation. Then the agent must refer the case to the Criminal Investigation Division. The agent may be aware of potential fraud before he has enough evidence to suspend the exam and turn over the case. Take care to look for clues in the agent’s actions and behavior as to whether the nature of the case will shift to a criminal investigation. Among the tell-tale signs that a civil case may be heading toward a criminal referral is the sudden cessation of communication with you by the agent; the agent asks the client “state of mind” questions — usually starting with words like “why” and “didn’t you know?”; or the agent issues summons for otherwise closed tax periods, or summonses are issued for periods other than those contained in the original examination notice. Most importantly, look for the appearance of a “special agent”. A special agent is a federal law enforcement officer. He or she is required to identify himself as such and to give a Miranda-type warning. A special agent may arrive with the revenue agent or alone. Note that a special agent may make an unannounced visit to the taxpayer. The sole purpose of any such meeting is to catch the taxpayer off guard and without counsel, so that the client can incriminate himself. Because it is human nature to try to explain things, a taxpayer should be advised never to speak to a special agent without counsel present.
If an examination becomes a criminal investigation, or if you think that the examining agent is heading in that direction, consider the following: terminating all direct contact between the taxpayer and the IRS; obtaining taxpayer records from third parties and holding them; advising the taxpayer to refrain from witness tampering and document creation or alteration. Cooperation with the revenue agent will not save the day. If there is evidence of criminal conduct and that evidence is enough to obtain a conviction, there will be a referral, irrespective of how a taxpayer cooperates.
Dispositions of Audits — “Agreed” or “Unagreed”
Audits may be concluded with an “agreed case” or an “unagreed case.” Of course, if the taxpayer presents sufficient documentation for the items at issue, the examining agent may accept the return as it was filed. If the taxpayer and the examining agent reach an agreement on adjustments, the taxpayer and examining agent complete a form describing the adjustments to the return and agreeing that any additional tax may be assessed. Where the taxpayer and the examining agent cannot reach an agreement, the examining agent’s next step will depend upon whether there is sufficient time remaining on the statute of limitations on assessment3 (generally six months). If there is sufficient time left on the statute of limitations, the examining agent will prepare a report that will be reviewed by the examining agent’s manager. Once approved, the report is sent to the taxpayer along with a “30-day letter”. If there is not sufficient time left on the statute of limitations and the taxpayer will not agree to extend the statute, the report will be sent to the taxpayer with a statutory notice of deficiency (sometimes referred to as a “90-day letter”).
A 30-day letter gives the taxpayer an opportunity to protest the examining agent’s proposed adjustments to an administrative appeals officer. The taxpayer has 30 days within which to submit a written protest outlining the taxpayer’s position on fact and law. Appeals officers are charged with evaluating the case ex parte based upon the record created by the revenue agent and as supplemented by the taxpayer. The appeals officer can uphold the examining agent; find for the taxpayer or attempt to reach a settlement with the taxpayer. The appeals officer is instructed to consider the “hazards of litigation” for both sides in his or her evaluation of the case. If the case is agreed at this level, the parties will sign an agreement permitting the Service to assess and collect the agreed amounts. If the parties can not reach an agreement or if the taxpayer does not respond to the 30-day letter, the appeals officer will issue a statutory notice of deficiency.
The Service must issue a statutory notice of deficiency before it assesses additional tax. The Notice gives the taxpayer one last chance to contest the proposed deficiency prior to paying it. A taxpayer has 90 days to file a petition with the Tax Court to redetermine the deficiency. If the taxpayer does not respond to the 90-day letter, the Service will assess the proposed deficiency and will issue a bill to the taxpayer. At this point, the taxpayer must pay the amount assessed. The taxpayer then has the opportunity to contest the assessment by filing a refund claim. If the refund claim is disallowed, the taxpayer may then file a refund suit in United States District Court or United States Court of Claims.
Statutes of Limitations
The Service does not have an unlimited time to examine a tax return. As a general rule, the Service may not assess a tax more than 3 years after the later of the date the return was due or the date the return was actually filed. A special rule applies if the taxpayer omitted from his or her return an amount of gross income that is greater than 25% of the amount of gross income that was included on the return. In such cases, the statute of limitations for assessment is 6 years. In the case of a false or fraudulent return with intent to evade tax, the tax may be assessed at any time. When no return was filed, the tax may be assessed at any time.
In certain circumstances, a taxpayer may agree to extend the statute of limitations. This is done in writing on IRS Form 872 (Consent to Extend the Time to Assess Tax) or 872-A (Special Consent to Extend the Time to Assess Tax). A Form 872 extends the time to assess the tax to a specified date. A Form 872-A is a consent extending the period of limitations on assessment for an indefinite period of time. The consent given on Form 872-A can be revoked by filing a Form 872-T, which starts the running of the 90-day period for assessment of tax or issuance of a notice of deficiency. Another special type of consent is a “Restricted Consent” which can be used to extend the statutory period of assessment with respect to specific restricted issues. The statute of limitations is allowed to expire with respect to all other issues. Special statute of limitations rules also apply to tax returns on which a taxpayer failed to include any information required with respect to a “listed transaction” as defined by Code Section 6707A(c)(2). In such cases, the time for assessment does not expire before the date which is one year after the earlier of the date the information is furnished to the Service or the date a material advisor provides the identifying information to the Service.
The decision to extend the statute of limitations must be made carefully. Under certain circumstances, giving consent to extend the statute may benefit the taxpayer. For example, in an unagreed case, consent may be given so that the case can be considered by the appeals division. In other cases, extending a statute may simply provide the agent with additional time to identify and develop additional adjustments.
Conclusion
The IRS has broad authority to examine tax returns. An understanding of the rights and responsibilities of both taxpayers and the examining agent can help reduce the scope of a tax audit or examination and can lead to a more favorable disposition.

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BRANDON H METCALFE, EA
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