Exemption Certificate Management


Preparing and Sending Requests for Updated Documentation

Once customers needing updated documentation have been identified, letters must be prepared for mailing. Using address information merged with the assigned error codes, these letters, along with the appropriate exemption certificate form(s), will be mailed via bulk mail to customers. This step often involves the elimination of duplicate records where customers have been assigned multiple customer numbers, where customer "dbas" were used, or where customers have moved locations.


Receipt of and Review of Returned Letters

Once received, the responses must be properly sorted in preparation for their review. Each certificate received in response to the letters sent to them will be reviewed and the results captured in the central database. This step often involves responding to customers that have questions.


Scanning of Valid Certificates

Each valid certificate will then be scanned and attached to the customer record into the central database.


Dealing with Invalid Certificates

Remaining invalid certificates must be addressed, and TaxAutomation will provide reports which can be used for additional follow-up or for changing the taxability of those customers to "taxable" unless and until they provide valid documentation. We will most likely also find that some companies have gone out of business, thus eliminating the possibility of obtaining new certificates for such companies. Results from this phase will include:

A) A list of companies where new certificates could not be obtained. This should serve as notification that tax implications could arise as a result of an audit.

B) A list of certificates still in error. Should the client want us to make a second attempt, we will provide them with a list of second attempts.

 

Copyright 2002 TaxAutomation Inc.