Fees
| 1099s – File & Mail | $250 |
| Amend Articles of Incorporation | $250 + State Fees |
| Amend Return | $125 |
| Zero Return No Activity no income and no expenses | $200 |
| Appointment Tax Planning | 1 hour minimum $500 per hour (susan) $250 per hour (others) |
| Bookkeeping | < 40 transactions month = $350 quarter 40 – 80 transactions month = $450 quarter > 80 transactions month = ask susan |
| Company -New | ? |
| Company -Dissolve | $250 if good standing and only need to submit form — Additional fees if extra work |
| IRS Payment Plan Installment Plan | $250 to Susan James + $107 IRS Fee |
| Tax Return -Business | $800 |
| Tax Return -Personal | $350 minimum |
| Withholding (W-4) | $150 |
| Payment Process | Send Info to Susan, so she can send invoice to client; track; if not paid remind client |
| BOI Filing Beneficial Ownership Info | $250 for up to four beneficial owners; then $50 for each additional owner $150 for subsequent / updates |
| SOI Filing Statement of Information | $100 + State filing fee CA State fee: $20 for LLC, $25 for corporation Making Changes after filing SOI There is no processing fee for submitting a Statement of Information to update the entity record in between filing periods. However, you must pay $5 for certificate copy. – Go through same process to submit new SOI. When get to fee page, you must select $5 for certified copy. |
Dates
| IRS Payment Plan | 1. Setup for clients that owe IRS more than $10,000 2. Complete return within 2 weeks or at least have questions into client within 2 weeks 3. Get documents to us within 3 weeks |
| Appointments | Susan not doing appts (except VIPs) Susan – no same day appointment Inform: Appt with Justin or Pat; Susan booked (for 2 weeks) If client insists on Susan, say I will talk with Susan -then ask Susan (Susan will try to steer back to Justin or Pat; or take the appt) Note: Susan has dog in office; ask if ok with that |
| Saturday Appointments | Susan: 11 am to 3 pm (3 is last appt) Alternate between Burbank and Woodland Hills |
| In-Person Appointments | Docs – goal is to not mail documents … Scan Documents while client wait; then give back originals … If lots of docs; still try to scan |
| Tax Planning Appointments | 1. Time: 10:00 am to 4:00 pm | Max 4 appointments per day | Consider Lunch 2. After consultation, send email to Susan so she can prepare and send invoice 3. Track Invoice Payment. If not paid, when talking to client remind them payment is due |
| Office Calendar | 1. Online Browser / click Mail icon (on toolbar) 2. Click Calendar icon (left side screen) 3. Click Date (expand so can see all options) 4. Calendar = Susan James Master Appt. (to show on everyone calendar) 5. Category = Person (ex. Susan, Justin, Pat) 6. Search for room or location = where appointment to be held DO NOT Select Team Meeting DO NOT invite attendees Click Save |
Daily Process
| 1. | Check Email – respond accordingly |
| 2. | Check ShareFile File Box (clients may have uploaded docs) |
| 3. | Prepare Tax Returns (order): 1. Reviews, 2. Pending (follow-up), 3. Active List |
| 4. | Returns File Drawer: 1. Pending (waiting on info) A – Z 2. Review Ready (Susan, Justin, Pat) 3. 8879 (Ready to File) A – Z 4. Transmitting (filed) A – Z |
| 5. | Update info in covid spreadsheet |
| 6. | Update time sheet after each activity |
| 7. | Documents Received … Email or Call client that their documents have been received … From Mail: scan before file return; file name = Original Pack … From In Person: scan and give back to client; file name = Original Pack |
| 8. | Time sheet due @ 12 noon |
Review Return
Review Status: blank (no activity), Complete, Pending
| 1. | Check Info | 1. Use Tax Review Sheet 2. Check data entered correctly 3. Compare to Prior Year 4. Check Carryover (Charity, Schedule A, E, C, D, Net Operating Loss, CA 3804-CR pass through entity credit (ex: kornbau, andrea, …) 5. Review Notes at bottom of project activity sheet |
| 2. | Check Banking Info | Make sure info rolled-over; even if no direct deposit |
| 3. | Check Return for Errors | atx -click Check Return lacerte – click diagnostics |
| 4. | E-File Ready | Put return in e-file mode; ready to be e-filed; federal and state ATX: click e-file; or from menu: e-file / create e-file Lacerte |
| 5. | Print Return Print Documents | Save to MServer 1. Client Copy file name= last, first – 2023 Tax Return include: client letter, 8879s, federal and state return 2. Tax Payment Vouchers, if any (1040-V, CA FTB-3582) file name = last, first – 2023 Vouchers 3. Estimated Taxes Vouchers, if requested, for coming year (1040-ES, 540-ES) At top of project activity sheet write “Estimate Taxes” 8879 Signatures No need to save 8879s in separate signature document. 8879s sent electronically to client to sign, along with invoice. |
| 6. | Update Spreadsheet | Move from my sheet to Susan Active, put ‘x’ in “To Bill/Send” column |
| NO LONGER DOING | ||
| 1. | Print Signatures | file name = last, first – Signatures Include: Client Letter, 8879s (Federal and State) Client Letter: make sure letter say return to be e-filed (not mailed) 1. Make sure any opened returns are closed 2. Go to Return Manager > Options > Preferences > Client Communication 3. Under the heading other information – Select “Will be e-filed” or “Has been e-filed” 4. Click Apply 5. Click Ok to close 6. Re-open the return and check the Client Letter |
| 2. | Print Engagement Letter | copy Engagement Letter from pat folder |
Transmit Return
| 1. | From Lacerte: Download signed 8879s and save to M-Server and Sharefile in client folder 8879s should have been electronically signed If ATX: Copy signed 8879s from Sharefile to M-Server 8879s were upload to sharefile by client |
| 2. | Print 8879s Federal and State – ALWAYS cross out Date in Part III (ERO section), even if it’s today; THEN put today’s date – Put check mark next to each amount, after checking that amounts are correct (check against tax return) |
| 3. | Transmit in ATX 1. If it has been more than 5 days since e-file created, re-create efile; re-print doc; re-check amounts 2. Close Return 3. Click the E-file Manager tab. You can use filters to control which e-file returns are displayed. 4. Mark the e-file(s) you want to transmit (click box on left, next to name). 5. Do one of the following: (a) Click the Transmit button on the toolbar. (b) Click the E-file menu; then, select Transmit Marked E-files (c) Press Ctrl+T 6. Click Close 7. After transmitting e-files, Receive Acknowledgements to update the e-file status to Accepted or Rejected. If Rejected, the e-file must be re-created and re-transmitted (after correcting any errors). Transmit in Lacerte 1. Split Screen – to see return and form and same time 2. Go to 8879 – screen / Form 3. On 8879 sheet, cross out date then enter today’s date 4. Check amounts on 8879 vs amounts in Lacerte (should be same); Federal and State 5. On Transmit Checklist (review form), enter transmit date AND accepted date 6. In Lacerte, go to client; Press F4, Change Status to Accepted and enter my initials (PA) 7. Go to efile wizard a. start efile return b. check refund type vs 8879 (check mail, deposit); should be same c. send return 8. Check status that return was accepted. Any issues you must fix and re-submit |
| 4. | Update Spreadsheet – Transmitting Tab 1. Put today’s date (added m-dd-yy) 2. Change row color: from yellow to orange (not paid) or gray (paid) Orange: we have not been paid Gray: we have received payment; return transmitted to IRS / State Yellow: need to transmit |
| 5. | Email Client – notify that Federal and State accepted as of [date]. |
| 6. | Mark Return Complete ATX: check box complete Lacerte: change status (F4) and put your initials |
| 7. | Give Docs to Susan (put on her desk) – for her to sign |
| 8. | Print Acknowledgement for a transmitted return From ATX 1. From E-file Manager. 2. Mark the check box to the left of the client name. 3. Select E-file from the main menu. 4. Select Display Marked E-file Acknowledgment Histories. 5. Click Print. From Lacerte |
1099s
| No 1099s | If company does not have any 1099s, scan docs (project activity log, emails), save to M Drive, gray out in spreadsheet |
| W-9 | 1. Make sure have W-9 for each person, entity. 2. Corporations, S-Corps, and LLCs electing to be taxed as S-Corp do NOT receive 1099s. Except Lawyers and Law Firms always get 1099, even if they are a corporation. 3. LLCs, trust, estate, individuals DO receive 1099s |
| Print 1099-MISC | Blank Paper: Uni-Form and Copy B for recipient |
| Print 1099-NEC | Blank Paper: Uni-Form and Copy B for recipient |
| Print 1096 | Blank Paper: Blank |
File Extensions
| 1. | File 10 per day |
| 2. | Only need to file Federal; can uncheck State box |
| 3. | Update Status to “On Extension”, enter your initials |
| 4. | Check Status, If Rejected and cannot fix and resubmit, add to spreadsheet so extension can be mailed. |
Sharefile
| ShareFile Drive (S) Send Client Doc from Drive | 1. Right Click on Document 2. Select Share – Email with Citrix File 3. Click Edit Message Option, turn on Encrypt Email and Require Recipient Sign in |
| ShareFile – Reset Password | 1. Login Share File 2. Go to People – Browse Clients, and Select Client 3. Confirm Email with Client 4. Scroll to Bottom, click Re-set Password 5. Client gets email with link to change their password |
| ShareFile – Upload Document | 1. Login Share File 2. Click on Folders – Personal Folder 3. Top Right corner is Blue Dot with “+” 4. Hover over blue dot, then click Upload |
| ShareFile – Add New Client | 1. Login Share File Add Person in People 2. Go to People – Browse Clients, Create Client (blue button) You don’t have to assign folder here, it can be done in next steps Just add with name and email address Add Folder 3. Go to Folders – Share Folders, Click blue “+” to Create folder Name = last, first (upper and lower case) Details = leave blank Add People to Folder = Yes Apply Template = Do not use a folder template (there is no template) 4. Click Create Folder 5. Add People to Folder Select = add the client, AND add Susan and Justin Folder Permissions = View, Download, Upload Folder Alerts = Email user when Files are uploaded Check Boxes: Notify added users and Apply settings to subfolders 6. Click Add 7. Click on Folder name, then click on People on this Folder. Set Admin and Delete privileges to Justin and Susan Send Email to Client on New Online Account Setup 1. Go to People, Resend Welcome Emails 2. Enter person name; Message is as follows: Hi I’ve setup an online account portal for you to upload your tax documents. |
Other Info
| Client Email | Check ATX and Sharefile. If different, send to both and ask which they want to use. |
| New Client Process | 1. Add person in ATX, enter: Main and Dependent Info 2. Add person to sharefile 3. Ask person to upload most recent tax return or last two returns (ex: 2022, 2021) New Client Email Subject: Welcome to – Susan James and Associates Hi Welcome to Susan James and Associates! Thank you for allowing us to handle your taxes. Getting Started Online Account Portal: You should have received an email, with a link to your online account portal. Please take a minute to login to your portal; click around and check it out. 2021 Tax Return: Please upload a copy of your 2021 tax return. Or your most recent return if you do not have a 2021 return. Your Tax Documents: Tax documents can be upload in your online account portal. Or mailed to: Susan James and Associates, Inc. 4400 W Riverside Drive, Ste 110 – 171 Burbank, CA 91505 Let me know if you have any questions |
| Paid Holidays | New Years Day, MLK Day, Memorial Day, July 4, Labor Day, Veterans Day, Thanksgiving and the following Friday, Christmas Day |
| Printer Default | Brother MFC 7860DW |
| Front Desk Printer | Black & White / E310dw : Dell |
| Prior Year Info | M-Drive /Client /look for 8879 pkg |
| Print Directory List DOS Command | List files in directory: > dir “M:\Client Files\” Save list to file: > dir “M:\Client Files\” > clientlist.txt Edit txt file: > notepad clientlist.txt Delete txt file: > del clientlist.txt |
| Mailing Labels – Large Envelope | 1. Print Label with Standard Postage – No Tracking 2. Add tracking sticker to bottom of printed label 3. Put tracking receipt on project activity log sheet in comment or action section 4. Put tracking number in spreadsheet |
| Mailing Labels – Regular Envelope | Don’t put tracking sticker on regular envelopes; i.e., number 10 size envelopes |
| Voucher Payments | If Clients ask if they should pay more than what’s on voucher, say client should make first 3 payments as listed. We can review fourth quarter to see if there should be any adjustments. |
| 1095-A | If had 1095-A in prior year (ex: 2023), 1. And, you don’t have 1095-A for current tax year (ex: 2024), client must give us letter from health insurance company saying there is no 1095-A. Reason to give to client: We must have a letter (PDF) to provide to the IRS regarding why you do not have a 1095-A for current tax year. |
Year End File Scanning
| Scan and Save File | Save to M Drive /Client Folder /Year File Name = 8879 pkg year (ex: 8879 pkg 2022) File Name for Corporation = Corp Name 8879 pkg year (ex Widgets pkg 2022) |
| Confirm Mailing Address | Check Project Sheet, address should already be confirmed. If not confirmed, call client to Confirm Mailing Address |
| Print Mailing Label | Print Mailing Label with Tracking Put blank page in front and behind docs to conceal info Mail before 2:00 pm |