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21St CENTURY- SYSTEMS TRANSFORMATION

21St CENTURY- SYSTEMS TRANSFORMATION. Jane Landon Deputy Commissioner & CIO New York City Department of Finance landonj@finance.nyc.gov. Project “21st Century”. Project 21 st Century is the transformation of our core systems

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21St CENTURY- SYSTEMS TRANSFORMATION

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  1. 21St CENTURY-SYSTEMS TRANSFORMATION Jane Landon Deputy Commissioner & CIO New York City Department of Finance landonj@finance.nyc.gov

  2. Project “21st Century” Project 21st Century is the transformation of our core systems Our current “CORE” systems are very old and difficult to maintain. Fairtax- Our Consolidated Billing and Accounting, as well as, Tax Administration for Business Income and Excise Taxes, was implemented in 1992.

  3. The Business Problems: 21 St Century seeks to address several systems issues that pose challenges to the Department’s ability to meet business objective and constituent expectations. The one that impacts this group most is: The need for Modern Technology a Platform and the associated skills: In the past, the City and DOF have not had formal technology standards by which to govern technology choices and decisions. Twenty years ago when COBOL, CICS and mainframes were the sole choices this was not an issue. However, today choice is abundant and selecting technologies requires consideration of application life-time and our ability to support the platforms. This forward-looking approach requires that we develop good technology standards for the agency, as well as, participation in and adoption of industry standards. DOF has created a Technology Standards Board and is actively participation in the TIGERS e-filing standards effort.

  4. 21st Century“The BIG PICTURE” “Helping People Pay the Right Amount On Time” Transparent - Interconnected - Consistent Customer Experience Scalable – Adaptable – Data Driven- Improved Data Quality- Data Authoritative Source City Agency Charges Finance Shared Service Applications Financial – Accounting Billing – Collections Accounting Treasury Cash flow Reconciliation NYCeFile Payments ACRIS Consolidated Statements Seamless Access – Self Service – Information Rich NYCServ Identification Directory Public Exemptions Others Agencies Administrated Applications Agency 1- Abatements Appraisals Assessments Agency n+ * CMVT Administrative Applications Data Warehouse Operational Data Data Consolidation and Authoritative Source Rationalization Finance Information Technology a Consolidated Supportable Standard Income Tax Excise Taxes Hotel Liquor Cigarette Horse Race Adm **1127 Parking Corp Tax Un-incorp Tax Utility Tax Bank Tax CMVT* Real Property Tax * Commercial Motor Vehicle Tax ** Non resident NYC Employee Tax

  5. Seamless Access – Self Service – Information Rich Public “YOU” 21st Century “The Parts where this group will see change” Finance Shared Service Applications Billing – Collections Accounting NYCeFile Payments NYCServ Identification Directory Income Tax Excise Taxes Hotel Liquor Cigarette Horse Race Adm **1127 Corp Tax Un-incorp Tax Utility Tax Bank Tax * CMVT Administrative Applications Data Warehouse Operational Data ** Non resident NYC Employee Tax Data Consolidation and Authoritative Source Rationalization

  6. Transition Impact • 21st Century is a 4 year Systems and Process Transformation Project. • In 3rd year you can expect: • The new administration system for Income Tax to be implemented. • The new administration system for Excise Tax to be implemented. • What can you expect in the short-term? This year and next. • Easier access to information and processes via the WEB. • Expanded e-pay and e-file capabilities. • Expanded and consistent user experience across all our contact channels, Phone, IVR, Web and hand-held devices.

  7. The positive impact for this group

  8. e-file Mandates for Tax Professionals Joanne Touhey Joanne_Touhey@tax.state.ny.us 518 457-0011

  9. NY now has 2 e-file mandates The income tax e-file mandatepassed in 2005 gives the Department the authority to mandate tax returns required by Article 22 of the Tax Law. Beginning January 1, 2009, if you are subject to this mandate, you will be required to e-file: Personal income tax returns Personal income tax extensions Partnership returns (including Form IT-204-LL) Partnership extensions If you are subject to the Article 22 mandate, your NYS approved software must support both individual income and partnership returns if you file both individual and partnership returns.

  10. NY now has 2 e-file mandates New legislation passed in 2008 allows the Commisioner to mandate the e-file and e-payment of certain tax documents, primarily business tax documents. For January 1, 2009, if you are subject to this mandate, you will be required to e-file and e-pay: Article 9-A corporation tax returns (excludes combined filers) CT-5, CT-5.1 and CT-5.4 extensions for Article 9-A returns Excludes PrompTax payments Excludes Article 22 returns

  11. Who is required to e-file January 1 2009? • Income tax e-file mandate • You must e-file returns if you are a return preparer and you meet both of the following conditions: • You prepared more than 100 combined personal income tax • and partnership returns for tax • year 2007 in calendar year 2008 • AND • You use tax preparation software to prepare at least one mandated return in calendar year 2009 • Business tax e-file mandate • You must e-file tax documents if you are a return preparer and you meet both of the following conditions: • You prepared more than 100 corporation tax documents in calendar year 2008 • AND • You use tax preparation software to prepare at least one corporation tax document in calendar year 2009

  12. For both mandates … Once you are subject to the mandates, you remain subject to them, regardless of the number of returns that you file. There is an opt-out provision for taxpayers who do not want to e-file their returns. If your NYS approved software does not support a form that must be included in the taxpayer’s filing, no opt-out form is required. There is a $50 penalty per return/tax document on the preparer for failing to e-file/e-pay, unless the taxpayer has opted out, or you have other reasonable cause for not e-filing.

  13. Key differences between the mandates Tax returns vs. tax documents Business tax e-file mandate requires: Certain self-filers to e-file No opt out provision for self-filers Taxpayers/clients to e-pay the liability on a mandated return There is a $50 penalty per tax document on the taxpayer for failing to e-pay. Applies to payments on self-prepared and professionally prepared tax documents

  14. To e-file using your tax preparation software You must be an IRS authorized Electronic Return Originator (ERO) and have a valid EFIN for e-filing Federal tax returns. Applying on-line at www.irs.gov is the fastest way to get your EFIN. You must be authorized to e-file the corresponding Federal return(s) You must use software that is approved for New York e-file. You don’t have to submit a separate NY application to participate in our e-file program!

  15. Simplified e-signature for income tax No more PINs Taxpayer signs TR-579-IT Updated certification language on your software You retain Form TR-579-IT for 3 years Alternative signatures are acceptable for paid preparers TSB-M-05(1); Rubber stamp, mechanical device or computer software You can store the signed document electronically

  16. e-File signature requirements We have conformed the signature requirements for all three e-file programs Income Tax TR-579-IT for returns TR-579.1-IT for e-payments on an income tax extension Partnership TR-579-PT for partnership returns (including IT-204-LL) No e-payments accepted for IT-370-PF Corporation Tax TR-579-CT for corporation tax returns TR-579.1-CT for e-payments on a corporation tax extension

  17. Taxpayer Opt-Out and Reasonable Cause Record (Form TR-800 series) Forms TR-800-IT, TR-800-PT and TR-800-CT If ataxpayeris opting out, they must sign the form. You sign it and retain it for 3 years. For personal income tax, both spouses must sign. If you are establishing other reasonable cause, the taxpayer is not required to sign. A separate TR-800 is required for each tax return/extension/document. You don’t need a TR-800 if a required attachment is not supported by your software.

  18. Payment methods on e-file returns Personal income tax returns: Direct debit from a checking or savings account Credit card Mail in a check with Form IT-201-V Personal income tax extensions: Direct debit from a checking or savings account Credit card Partnership and Corporation tax returns and extensions: Direct debit from a checking or savings account

  19. Electronic payment: Direct debit You provide the routing number, bank account, authorized date and amount of the payment when the return/document is filed. We will only debit the account for the amount authorized on the return. We will debit the account on the authorized date. We will reject returns if we determine that the financial information is incorrect.

  20. Direct Deposit for Personal Income Tax Refunds If a computational error results in a balance due on the return, we won’t use the account information provided for a direct deposit to debit the taxpayers account. We will reject returns if we determine that the financial information is incorrect. If the direct deposit is not successful, we will mail a check to the address on the return.

  21. Online Services Available Now: • View and pay estimated tax (Income Tax) • View and pay assessments • Web-file Form NYS-45 • Wage reporting upload • Web-file a Sales Tax No-Tax-Due return • Change of address for businesses • Coming Soon! • NYS-1 Web-file • Sales Tax Web-file

  22. Questions? E-file Hotline 1-800-353-1096 Online Tax Center Hotline 1-877-341-9378 Tax Practitioner Hotline 1-888- 238-0955 Check us out on the web at www.nystax.gov Sign up for our e-file subscription service

  23. What taxes can you file or pay electronically? General Corporation Tax * Will be replaced with Form NYC-EXT (Universal Extension Form)

  24. What taxes can you file or pay electronically? General Corporation Tax (continued) * Will be replaced with Form NYC-EXT (Universal Extension Form)

  25. What taxes can you file or pay electronically? Unincorporated Business Tax

  26. What taxes can you file or pay electronically? Unincorporated Business Tax (continued) * Will be replaced with Form NYC-EXT (Universal Extension Form)

  27. What taxes can you file or pay electronically? Banking Corporation Tax * Will be replaced with Form NYC-EXT (Universal Extension Form)

  28. What taxes can you file or pay electronically? Banking Corporation Tax (continued) * Will be replaced with Form NYC-EXT (Universal Extension Form)

  29. What taxes can you file or pay electronically? Utility Tax

  30. What taxes can you file or pay electronically? Additional Business Taxes

  31. What taxes can you file or pay electronically? Additional Business Taxes (continued) Business Tax Billing Notices

  32. What taxes can you file or pay electronically? Property Tax (and other agency charges)

  33. Benefits of paying Electronically • Safe, secure and easy to use • It’s free • Maximizes use of available funds • Instantaneous written confirmation

  34. How to register for Electronic Payments • Go to the Finance home page and click “Pay Online” • Select “Pay Business Taxes (EFT)” • Select “New users-register online” • Enter: • EIN or SSN of taxpayer • Contact info with e-mail address • Create a User ID and confidential password • Select a challenge question

  35. How to register for Electronic Payments • Enter your bank routing and account number (or leave blank if you wish to pay by Fedwire) • Click “Register” • An activation code will be sent to your e-mail address Note: Taxpayers may also authorize tax practitioners to file and pay on their behalf.

  36. Mandatory Electronic Payments • Property owners whose annual property tax liability exceeds $300,000 must pay electronically (§11-128 NYC Admin. Code) • Effective July 1, 2005 • Applies to “aggregate” tax if an owner has more than one property • Includes mortgage servicing companies and banks that escrow property tax • Penalty for failure to comply is 1% of the installment amount due

  37. Coming Soon………….. • General Corporation Tax, Electronic Filing and Electronic Payments • Available in 2009 for 2008 NYC 3L returns. • Under the IRS MeF (Modernized E-filing) program, taxpayers will be able to simultaneously file and pay a Federal 1120, State Franchise Tax and City General Corporation Tax return electronically • Not mandatory (but encouraged)

  38. Planning for the Future……… • Phase 2 (for tax year 2009) • Additional General Corporation Tax (GCT) forms NYC-4S, NYC 4S-EZ, NYC EXT, NYC EXT.1 • Phase 3 (for tax year 2009) • Partnership returns NYC-204, NYC 204-EZ • Phase 4 (for tax year 2009) • Unincorporated Business Tax (UBT)- Individuals NYC-202, NYC 202-S, NYC 202-EZ • Phase 5 (for tax year 2010) • Bank Tax, audit change reports & refund claims NYC-3360, NYC-115, NYC-8, NYC-113

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