7.22.4. Modified EO-EP Determination System (MEDS) User Manual

(1) MEDS uses an encrypted SBU Data folder as a local document repository. When you open a document, SBU Data creates a folder on your computer. The system uses this folder as a temporary storage area for documents you’ve viewed on MEDS.

(2) IRS security policies require sensitive information be protected at all times. You must encrypt sensitive information that is processed, stored, or transmitted by computer equipment (such as laptops and memory storage devices) outside of IRS facilities. Because the SBU Data folder is located on your C: drive, encrypt it for security purposes.

(3) To access the SBU Data folder:

1. From the Desktop double left click on the This PC icon to access Windows Explorer.

2. In the left hand pane, click the expand arrow next to OSDisk (C:) (or similar).

3. Click the expand arrow next to the Users folder.

4. Click the user’s SEID.

5. Click the SBU Data folder.

(4) To encrypt the SBU Data folder:

1. Right click the SBU Data folder.

2. Select Encrypt from the menu; a box will appear.

3. Select Apply changes to this folder, subfolders, and files.

4. Select OK.

(5) The SBU Data folder and its contents display in green, indicating the contents are encrypted. Generally, you only need to encrypt the file once unless you receive a new computer or hard drive.

(1) Researcher roles provide access to MEDS for information purposes only. Users with Researcher roles can read information but can’t make any change in the information.

(1) The group tax examiner role has limited access to:

• Read all documents

• The group queue to print folder

(2) Managers may delegate their assigned permissions to their employees with the group tax examiner role.

(1) The Processing Clerk role can:

• Read access permission

• Update incorrect document types

• Establish a case

• Re-establish a case

• Put a case in closing sub-status of administrative re-open

• Update a case

(1) The Unpostable Clerk role has permissions to update the following data information:

• EIN

• Name

• Address and ZIP code

• Name control

(1) The User Fee Adjuster role has permissions to update the following data information:

• Payment status

• Dishonored checks

• User fee indicators

(2) The User Fee Adjuster role may read and add documents to the disclosable folder, add CCR entries, and has read access to non-disclosable documents for open and closed cases.

(1) The Case Assigner role is considered an add on role. It:

• Is specifically requested.

• May assign cases.

• Has read access to case inventory.

• Must be added to assign cases to specialists not in your group.

(1) Specialist role permissions allow the employee to:

• Read, add, update, and propose purge documents in a case assigned to him/her.

• Read disclosable folder documents within cases that are not directly assigned to him/her.

(1) The Group Manager role may:

• Assign or unassign cases within his/her own group.

• Approve, transfer, or return cases within his/her group.

• Read, add, update, or propose purge documents in case files within his/her group.

(1) The Area Manager role permits a user to oversee the determination process for cases assigned within the area.

• The user may read, add, update and propose purge documents assigned to members in his/her own area.

• The Area Manager can delegate permissions to area members and to the other area managers.

(1) The Executive Management role permits a user to read documents and add comments to a CCR.

(1) The NUI Manager role may read, add, update, and propose purge documents and information in the NUI.

(1) The FSM role is assigned to TE/GE Business Customer Support (BCS). This role can:

• Add user accounts to MEDS

• Run security reports and audit trails

• Invalidate user accounts

(1) The System Support role has read only access. This role does not allow a user access to CCRs, open or closed case containers, purged documents, or any payment information.

(1) The Records Manager role can:

• Read, add, delete and purge applications and folders created by the system (for example, disclosable, non-disclosable, and purge folders).

• Read all user and group profiles.

• Update a CCR entry, override all delegations and make new delegation of roles across all levels.

• Delegate any role except the FSM and Records Manager roles.

(1) For a managerial user to delegate a role, they must first identify the target user using a TEDS User search.

(2) To search for the target user:

1. Click Advanced Search.

2. Select Object Type: TEDS User (teds_user).

3. From the Properties drop down menu, select Employee Group Number, Standard Employee Identifier, or other known criteria.

4. Enter group number, Standard Employee Identifier (SEID), or known criteria of user to be delegated.

5. Click Search.

(3) To designate a role:

1. Highlight the line of the user to be delegated.

2. Click menu selection Role Delegation.

3. Click Delegate Role(s) on the drop down menu.

(4) To select role:

1. Click drop down box.

2. Select the desired role.

(5) To select delegation date range:

1. Enter a Start Date and End Date using the calendar option accessed by clicking the calendar.

2. Click Add to complete selection of the role.

3. Repeat steps to add additional roles.

(6) To confirm role delegation:

1. Verify role selections and start and end dates.

2. Click Remove to remove an individual role prior to completing the delegation process.

3. Click OK to complete delegation or Cancel to abort.

   Note: Roles that have been delegated expire after 30 days.

(1) Notifications are sent to the delegate’s Inbox to alert them of:

• Delegated roles

• Expiring delegated roles (sent 24 hours prior to expiration)

• Revocation of delegated roles

(2) Delegators also receive Inbox notifications of delegations.

(3) Active and pending delegated roles are listed at the bottom of the delegate’s User Profile.

(1) A role delegation may only be revoked or cancelled by the delegator, a Records Manager, or a FSM.

(2) To revoke a delegation:

1. Click Advanced Search.

2. Select Object Type: TEDS User (teds_user).

3. From the Properties drop down menu, select Employee Group Number, Standard Employee Identifier, or other known criteria.

4. Enter group number, Standard Employee Identifier (SEID), or known criteria of target delegate.

5. Click Search.

6. Click on the SEID of the target delegate.

7. Click Remove in the acting and pending delegations section of the delegate’s user profile.

(1) After a case is established in MEDS, case data is transferred to EDS. The EDS Update Master Record screen lists the MEDS case number.

(2) After a new MEDS record is created in EDS, the case is assigned a unique EDS case number. Case numbers are assigned with a two digit prefix beginning with the number 4. The second digit is the area office code as follows:

• Northeast - 1

• Mid-Atlantic - 2

• Great Lakes - 3

• Gulf Coast - 4

• Central Mountain - 5

• Pacific Coast - 6

(3) The case number for a case established in EDS (but not in MEDS) begins with the area office code as the first digit followed by a zero.

(1) The EDS Case History Record automatically updates as status changes occur in MEDS, unless EDS is blocked from further updates from MEDS (EDS Block).

(2) The first EDS entry for a MEDS case is Status 63, Case Established (MEDS). This status is unique to MEDS.

(1) Status codes in MEDS are treated the same way as status codes in EDS.

(2) An application is updated to Status 63 immediately upon establishment on MEDS.

(3) Once the case is in Status 63, the opening business rules automatically determine whether the case updates to the NUI in Status 51, 61 or 71.

(4) Other status codes are updated manually.

(5) See Document 6379, Information Systems Codes FY 2024 (updated annually) Quick Reference for EO Employees, for a list of MEDS and EDS status codes.

(1) There are various types of status code categories. Grouping status codes by category helps users understand when and how to use them.

(2) When an application is in a certain status, it may only be updated to a limited number of other statuses.

(1) MEDS may assign a sub-status code to a status code. A sub-status code is a case code that gives information on the case’s current state and may impact future allowable case actions. Sub-status codes are reflected in MEDS but not in EDS.

(2) Sub-status codes appear as part of the listed status of the case.

(3) Sub-status codes are listed in the table below.

(1) These terms describe the different parts of a MEDS screen:

• Navigation Pane - contains the user’s Inbox, My Cases, Templates, etc. and allows the user to navigate through the repository

• Data Grid - displays case information

• Column Labels - lists the attributes for a case, can be sorted and displayed in any order, and can be customized by each user

(2) The user may select any of the following options to navigate through the system:

• Inbox

• My Cases

• Saved Searches

• Cabinets

• Reports

• Recently Viewed

(3) The data grid is located in the lower center of the MEDS screen. It displays the case information when you select My Cases from the Navigation Pane.

(4) The function buttons are above the column labels. You can sort and display them in any order and customize them. Use the following options to perform different actions:

• File

• Edit

• View

• Tools

• Report

(1) MEDS universal cabinets are the highest level of organization for MEDS cases. Cases are sorted by:

• EP or EO

• Year

• Month

(2) EP cases display for EP users, and EO cases display for EO users. Cases move from one cabinet to another based on status code changes.

(3) Universal cabinets are:

(4) Only the Records Manager and the NUI Manager can see the NUI, NAI, and the Archived Cases cabinets.

(1) Personal cabinets are unique to each user and are used to notify the user of new messages as well as to organize each user’s assigned case files, workpapers, documents, and reports. MEDS personal cabinets are:

• Inbox

• My Cases

• Reports

• Recently Viewed

• Saved Searches

(1) The Inbox, cabinets, and folders screens default settings are 10 items per page, but you can change the items per page setting to 50 or 100.

(2) To change the number of items displayed per page, click on the Items per page setting on the column label bar and select the desired display setting. The suggested items per page setting is 50.

(3) If there are more items available to view on the items per page, use the single arrow on the toolbar to move from one page to the previous or next page. Use the double arrows to go to the first or last page of the list.

(1) Each data grid display contains unique column headers that relate to the specific information displayed in the data grid. You can change the information displayed on the screen by adding, reordering, or removing column headers:

1. Click on the Column Preferences icon (two columns of lines and a right arrow) located in the column header field on the far right of the screen. Scroll to the right if the icon isn’t shown.

2. After you click on the Column Preferences icon, the Preferences: Display Settings selection screen displays.

(1) To add a column header, from the Preferences: Display Settings selection screen:

1. Click on the desired column attribute in the Select attributes to display box on the left.

2. Click on the right arrow to move the desired attribute into the "Selected attributes to display as column" box on the right.

(2) The new column header attribute has now been moved from the Select attributes to display box on the left and added to the Selected attributes to display column box on the right.

(3) Click OK to accept the changes.

(1) To remove a column header, from the Preferences: Display Settings selection screen:

1. Click on the column attribute located in the Selected attributes to display as column: box on the right.

2. Click on the left arrow to move the attribute into the Select attributes to display box on the left.

3. Click OK to accept the changes.

(1) You can organize the information on the data grid by choosing the order in which the columns display. This re-order function is available for most cabinets.

(2) To reorder column headers, from the Preferences: Display Settings selection screen:

1. Click on the desired column header to be re-ordered in the Selected attributes to display as column: box on the left.

2. Click on the up or down arrow to move the column header to the desired location.

3. Click OK to accept the changes.

(3) The attributes are displayed in the Selected attributes to display as column: box in the order that they appear as column headers on the data grid from left to right. The re-order function isn’t available for the Inbox, Saved Searches, or Recently Viewed.

(1) One of the items listed in the user profile is your MEDS role(s).

(2) Find additional information on specific roles and role delegations in IRM 7.22.4.7, Roles and Delegations.

(1) Group information is also stored in your profile. Access it by clicking the underlined Employee Group Number on the User Profile screen.

(2) The Group Profile screen provides administrative information about your group.

(1) MEDS automatically generates a case chronology entry when a case is assigned or unassigned and when there’s a change in case status. Automatic entry information includes:

• Current date and time

• Current status code

• Employee name and SEID (or "System")

• Activity

(2) MEDS users can manually create CCR entries to record actions taken on a case. To create a CCR entry:

1. Open the CCR by double clicking on the yellow folder icon.

2. Click File, then Create Case Chronology Record form the drop down menu.

3. Complete the appropriate fields.

4. Click Finish.

(1) You can edit your own CCR entries as long as the case is assigned to you. Editing includes clearing follow-up dates, clearing an AI sub-status, or correcting entry information such as activities or time on case.

(2) For edited entries, MEDS retains the initial entry date and time and also displays the most recent edit’s date and time.

(3) To edit a CCR entry, from within the Case Chronology Record folder:

1. Click in the blue "i" icon next to the entry to be corrected (or right click on the line and select Properties from the dialog box).

2. Change the existing information as necessary. If you followed-up on the case, check the Follow-up Complete box.

   Note: If the box isn’t checked, the follow-up date will remain. If a new follow-up date is needed, check the old follow-up date box to allow the new date to appear.

3. Click OK to accept changes or Cancel to exit without making any changes.

(1) To print a copy of the CCR (for example, for a hard copy case file), from the main case screen:

1. Select Reports from the top bar menu.

2. Select Case Chronology Report from the list of options.

3. Once the CCR is displayed, click File on the Internet Explorer toolbar, then Print, or select the printer icon at the top of the screen.

(1) Entity information consists of the applicant name, EIN and name control. View and edit the entity information from the File drop down menu.

(2) To change entity information, open the case to the case folder level:

1. Click File then Change Case from the drop down menu. You can also highlight the case information line, then right click on the case information line and select Change Case from the dialog box.

2. A new window opens.

3. Select Modify Entity Information from the drop down menu; click OK.

4. Correct the information, as needed.

   Reminder: When changing the applicant name, Line 1 is limited to 35 characters, and the only special characters allowed are hyphen (-), ampersand (&), percent (%), dollar sign ($), and forward slash (/). When changing the name control, refer to Document 7071-A, BMF Name Control Job Aid.

5. Click OK when finished.

6. Review the entity information to ensure the change was accepted.

7. Click Send Update to EDS (optional). You can also highlight the case information line, then right click on the case information line and select Send Update To EDS from the dialog box. Click OK to send update.

   Note: This option will cause MEDS to transmit the information to EDS without waiting for an automated transmission update. If you don’t click the Send Update to EDS option, the changes will update to EDS during the next automated periodic transmission.

(1) The disclosable indicator consists of a "T" for Non-Disclosable and "F" for Disclosable. The indicator is changed much like the entity information is modified.

(2) To change the disclosable indicator:

1. Open the case to the main screen level.

2. Click File then Change Case from the drop down menu. You can also highlight the case information line, then right click on the case information line and select Change Case from the dialog box.

3. A new window opens.

4. Select Make Case Disclosable from the drop down menu and click OK.

5. A new window opens, again click OK to confirm.

(1) From the case level view, access the Properties: Info screen:

1. Right click on the Case Information line.

2. Left click Properties line in the dialog box.

(2) You can also access the Properties: Info screen by clicking on the blue "i" icon to the right of the Case Information line from the My Cases view on search results.

(1) Modify case information from the Properties: Info screen. The Case Information file lists case data under several different headings.

(2) The Properties: Info screen has the following tabs:

• General Case Info

• Receipt and Handling

• Entity Data

• Contacts

• EO Closing Data

• Permissions

(3) Each of these tabs contains different information. You must click OK at the bottom of the screen to accept the entries or corrections. Generally, you update information on all tabs prior to selecting OK. You’ll be asked whether to update EDS and then returned to the case main screen.

(1) The Case Information file opens to the General Case Info tab.

(2) Authorized users can make changes or enter information into open fields including:

• Expedite Reason Code

• Closing Code

• Subsection

• Case Grade

(3) Authorized users are also able to update the Potential Duplicate Flag.

(4) From this screen, you can view the status of the EDS Block Indicator.

(1) Case categories are initially set by the opening business rules and may be edited by the case owner or other authorized user. The Case Category lists case attributes, for example, initial application/submission, etc.

(2) Editing a case category is similar to the process described in IRM 7.22.4.9.6.3, Adding Column Headers, or IRM 7.22.4.9.6.4, Removing Column Headers.

(3) To edit a case category:

1. Click Edit on the General Case Info tab.

2. Highlight the category to be added or removed.

3. Click Add or Remove.

4. Highlight the category to be reordered on the lower box (if applicable).

5. Click Move Up or Move Down (if applicable).

6. Click OK or Cancel.

(1) The Receipt and Handling tab contains postmark and receipt data, the non-scannable document indicator, and user fee information for the case.

(2) The specialist is responsible, as part of the case processing, for ensuring that the user fee payments are correct or corrected.

(1) The Entity Data tab contains the applicant address and other contact information as well as the time charged to the case in MEDS. The specialist is required to correct or complete the fillable fields based on available information.

(2) If time charged is inaccurate, the specialist corrects the incorrect case chronology entry (if made by the specialist); otherwise, have the case time corrected in EDS after MEDS is updated to Status 21 and the information is transmitted to EDS.

(3) The Entity Type must match the Type of Organization on the EO Closing Data tab.

(4) Refer to address guidelines located in IRM 3.13.12, Exempt Organization Account Numbers.

(1) The Contacts tab contains Power of Attorney (POA) and Point of Contact (POC) information.

(2) The specialist corrects the fillable fields, as necessary, including checking the box(es) to indicate copies of letters to be sent to POAs (see IRM 7.20.1, Exempt Organizations Determination Letter Overview, for more information on Form 2848 and Form 8821).

(3) Refer to address guidelines located in IRM 3.13.12, Exempt Organization Account Numbers.

(1) The EO Closing Data tab contains information that transmits to EDS to complete Form 8670 when closing a case.

(2) Closing information includes:

• Type of organization

• Accounting period

• NAICS and NTEE codes

• Filing requirements

• Employment code

• Affiliation code

• Class code

• Foundation code

• Deductibility code and year

• Pension plan

• Hospital indicator

• Determination code

• Ruling date

• Effective date

• Advance ruling end date

• Group exemption number

• Closing letter number (do not enter)

• Manager approved indicator

  Reminder: The Type of Organization must match the Entity Type on the Entity Data tab.

(3) Use drop down menus to select EO Closing Data.

(4) After you enter closing information, select OK to push update to EDS.

(1) MEDS has two query options:

• Simple Search

• Advanced Search

(2) Each query begins with the menu options on the top of the web page.

(3) The Search box allows a user to perform a simple query using the MEDS case number.

(4) The Advanced Search allows a user to perform a query based on one specific property or multiple properties. An advanced search can also be used to generate a simple case listing report.

(1) Search results display the cases that match the search criteria.

(2) If the query is a text-based property (for example, a name), the words that match the search value(s) are highlighted.

(3) The search results display in case control date order.

(1) After you’ve completed a search, you can export the search results to Excel. You can export all of the results or only a specific column.

(2) To export a completed search:

1. Right click on the Search Results, click Export to CSV. This opens a second window.

2. All columns will be selected by default. Select and remove any unwanted columns by clicking on the column name and clicking on the left arrow to remove.

3. Click OK.

4. A file download box will open, click Open. The results will be displayed as an Excel spreadsheet.

(1) After you’ve successfully imported the document, you can move it to the appropriate destination folder.

(2) To import a document:

1. From the case main screen, click on the Documents folder.

2. Click on the target folder.

3. Click File and select Import from the drop down menu.

4. If a security warning screen appears, select Run.

5. On the file import screen, click Browse.

(3) Use the Choose File box to import any file located on the computer:

1. Locate and highlight the desired file on the computer.

2. Click Open on the Chosen File box.

3. To import an additional document(s) at the same time, select the next Browse box and repeat the above steps.

4. After you select the desired documents, click Next or click Cancel to abort the import.

(4) After you select the documents for import, identify the document on the Import: Object Definition screen. Enter this information for each imported document to ensure correct identification and placement in the electronic case file.

(5) On the Import: Object Definition screen:

1. Change filename if desired.

2. Select the Document Type from the drop down menu.

3. Select the Document Name from the drop down menu.

   Note: If you’re importing multiple documents, select Next then repeat steps (a) through (c) for each document.

4. Click Finish to complete the import process.

(1) After you import a document, it appears in the target folder and is part of the case file. Move documents you import to a case’s Working folder or place in an incorrect folder to the appropriate destination folder (for example, from the Working folder to the Disclosable or Non-Disclosable folder).

(2) You can move documents between the following folders:

• New Documents

• Working

• Disclosable

• Non-Disclosable

• Purge

(3) Ensure that all documents are in the correct folders for case closing and archival purposes before you submit the case to the manager for review.

(4) Move all documents in the New Documents and Working folders to the appropriate folder to close the case in MEDS.

(5) To move a document:

1. Open the folder of the document to be moved.

2. Select the document to be moved.

3. Click File and select the correct destination folder from the drop down menu or right click on the selected document and select the correct destination folder.

4. After you select the desired document destination, the display screen confirms that MEDS will move the document to the requested location. Click OK to complete the action or Cancel to abort.

(1) You can make changes within MEDS to documents you’ve imported into the case file.

(2) To edit an imported document:

1. Open the folder where the document is located.

2. Click File and select Edit from the drop down menu, or select Edit by right clicking on selected document.

3. If the Internet Explorer Security Warning appears, select Run.

4. A key will appear next to the name of the document being edited.

(3) The selected document opens in the appropriate program (i.e., Word, Excel, or Adobe). After making the desired changes, save the document using the program’s save functions and then close the document.

(4) After saving and closing the document, go back to the MEDS folder where the original is located (the document still has a key next to it indicating that the document has been checked out and is being edited.)

(5) To complete the editing process:

1. Highlight the document to be checked in.

2. Select File, or right click on the selected document.

3. From the menu, select Check In to accept the changes or Cancel Check Out to keep the original version of the document.

(6) After selecting Check In, a Check In screen appears. MEDS will designate a save version. Select the "same version."

1. Complete desired entries (entries are not required).

2. Click OK to finish.

(7) To cancel the edited document:

1. Select Cancel Check Out from the File drop down menu.

2. Click OK on the Cancel Check Out confirmation screen.

(8) Ensure that all documents are checked in or that check outs are cancelled prior to case closing.

(9) View the edited document by clicking on the document link.

(1) You can select one or more documents in a MEDS case and copy the documents into another case file. Both cases must be assigned to the specialist.

(2) To copy a document, perform the following steps:

1. From the case main screen, click on the Documents folder.

2. Click on the folder containing the document.

3. Select the document.

4. Click File, or right click on selected case, then select Copy Documents to Another Case from the drop down menu.

5. Select the Case to copy the documents.

6. Enter the target case number.

7. Select the correct destination folder from the drop down menu.

8. Click OK or Cancel to abort.

(3) A verification screen displays the applicant name and EIN of the target case and the document to be copied.

1. Verify target information.

2. Click OK to complete action or Cancel to abort.

3. A screen will confirm copying of documents.

(4) Copied documents are tracked in the destination case’s history. Tracked information includes the originating case number and document(s) copied. Access case history information from the main case screen Case History link or in the case level reports. No information is tracked in the originating case.

(5) MEDS generates an error message if the selected documents cannot be copied. Error messages are generated if the target case isn’t assigned to the user, and/or you enter an unrecognized case number.

(1) To split or modify a scanned document:

1. Right click on the document and select Edit; the document opens in Microsoft Document Imaging Viewer.

   Note: This step combines checking out the document and opening up a document for editing if the document wasn’t previously checked out.

2. To display thumbnail page views on the side of the document, click View and Thumbnail View.

3. On the Thumbnail pages, select the pages to delete by holding the Ctrl button and click on the desired pages.

4. Right click on a highlighted page and select cut, copy, or delete the pages.

5. Click File, Save as, and save the document to the hard drive (i.e., SBU folder).

   Caution: Don’t change the Save as default values to ensure MEDS retains a copy of the original document for archival purposes.

   Reminder: Remember the saved location for saving the document into the MEDS folder.

6. Close the document.

7. In MEDS, right click on document and select check in.

8. Go to bottom of screen and click on browse.

9. Locate the edited document on the hard drive.

10. Double click on the document and wait for MEDS to complete loading the document (a change button will display instead of browse).

11. Click on OK, and the import will complete.

12. Repeat as necessary.

13. Move original document to Non-Disclosable folder or Purge folder.

Note: Scanned documents are imported as TIFF files. By default most computers open TIFF images in a Photo Viewer application. You must have Microsoft Office Document Imaging (MODI) installed on your computer to complete the steps above. If you need MODI installed, submit a ticket through IRS Service Central (IRWorks).

(1) To search a document using OCR:

1. Open a scanned document.

   Note: If an Internet Explorer - Security Warning dialogue box opens, click Run.

2. Click on the binoculars icon on the toolbar.

3. Click OK when dialogue box appears.

4. Select desired page range and click OK.

5. Enter the search word or phrase in the find box after OCR completion.

6. The target search word or phrase appears highlighted in the Find box and throughout the document.

7. Use the action icons to manipulate the search result.

8. After viewing the document, click on the X located in the upper right corner of the image to exit.

9. You can save the changes if you want to, by clicking Yes and saving the changes to the hard drive.

10. Retrieve the document by importing it into the target folder.

11. To exit without saving the changes, click No.

12. To return to the search result, click Cancel.

(2) After the document has gone through the OCR process, it can be searched any number of times.

(1) MEDS has several options for viewing and marking up documents. There are two rows of mark-up icons.

(2) Row one icons are listed in the table below:

(3) Row two icons are listed in the table below:

(1) There are several case assignment options in MEDS.

(2) An authorized user can:

• Assign one case at a time

• Assign several cases at one time

• Assign cases to a group or an individual

• Return cases to the NUI (Status 51 or 61)

(1) Group managers and other case assigners can assign cases to a group’s unassigned inventory in Status 75 or directly to a specialist. Unassigned group inventory cases are part of the group manager’s inventory and are available for assignment to group members.

(2) To start the case assignment process, the assigner can run an advanced search for the desired unassigned inventory (for example, Status 51, 61, 71, or 75) or desired criteria (control dates, case categories, form numbers, etc.).

(3) Using the advanced search results:

1. Select the case or cases to be assigned (up to 50 cases can be assigned at one time). Highlight the case or cases by holding down the Ctrl key.

2. Click File on the gray toolbar.

3. Select Change Status or right click on selected case then select Change Status.

   Note: When using Advanced Search for assigning cases, generally use contains as part of the search criteria.

(4) The Selected Status screen displays the available statuses in a drop down menu.

(5) The Assign Case screen displays a list of cases available for assignment. The assigner can assign cases to the group (Status 75) or individuals within the group. The assigner must select the Add to Group Inventory to assign cases to the unassigned group inventory or select View Screeners next to the group number. Scroll down to select the individual specialist to whom the case(s) will be assigned.

(6) A confirmation screen displays the newly assigned case name(s) and number(s) and the group or individual to which assigned.

(7) If the case assignment is successful, MEDS updates the case to Status 52, 62, 72, or 75 and updates the case history to reflect the activity. Click Close at the bottom right of the screen to return to the main screen.

(1) Each manager has cases in various status codes that are considered part of their group inventory. Group inventory is considered part of the NAI.

(2) Group inventory includes:

• Cases assigned directly to members of the group - these cases can be in various stages of completion

• Cases that have been completed by the specialist and are waiting for managerial review

• Cases in unassigned group inventory or group suspense

(3) Group inventory is "owned" by the group. If a group manager changes, all group inventory cases remain associated with the group rather than the individual manager. Group manager changes are completed via a BEARS request. Temporary group manager delegations are completed by the group manager through role delegation (see IRM 7.22.4.7, Roles and Delegations).

(4) Cases assigned directly to members of a group are dually owned by both the group manager and the specialist.

(5) The group manager and anyone above the group manager (for example, Area Manager) can view the group inventory and may have other permissions to the cases as well.

(6) The group manager’s My Cases inventory lists all cases assigned in the group and identifies any specialist assigned to the case. Group managers can also view cases assigned to each specialist within the group by using the User Cases cabinet.

(1) A manager may need to reassign/transfer one or more cases to another user for various reasons. Only a group manager or assigner can reassign cases assigned to the group or the group members. Cases can be assigned from one user to another or from one group to another.

(2) To reassign or transfer a case, the case must first be updated to Status 74, 74PC, or 75.

(3) To reassign, update the status, or transfer a case:

1. From My Cases, highlight the case(s) to be updated. You can select multiple cases by holding down the Ctrl key and highlighting each case(s) or by holding down the shift key and highlighting the top and bottom cases to select consecutive cases.

2. Click File, then click Change Status, and then from the select status change drop down menu select 75 - Group Transfer or the desired assign or unassign action from the drop down box.

3. When the Case Transfer or Case Assign screen appears with the selected case(s), click on the link for the desired group or specialists. You’ll receive a confirmation screen showing the completed action.

4. Click Close to return to main screen.

   Note: An automatic case chronology entry is created to reflect the case reassignment or transfer.

(4) Specialist group reassignment is completed via a BEARS request. The group manager or other delegated user doesn’t need to complete any additional actions for this process.

(5) Cases in Status 74, 74PC, or 37 don’t transfer with the specialist even though they may have appeared in the specialist’s My Cases listing. Cases in these statuses are considered unassigned group inventory and remain with the group.

(1) Work all cases in MEDS until you determine the case:

• Is ready for closure (all statuses)

• Must be worked via hard-copy paper processing (non-electronic)

  Note: It is very rare to process a case as a hard-copy paper case.

• Must be placed in suspense

• Has an EDS Block

(2) Note in a CCR entry the reason you’re updating the case to the manager. Primary reasons for sending a case to the manager are the case:

• Is ready for proposed closure

• Needs to be reassigned

• Must be placed in suspense

(3) Updating a case to the manager is basically the same in all circumstances.

(4) Before submitting a case to the manager for closure, ensure:

• Case data is correct (for example, total case time, transcribed data in pre-populated fields, user fee data, etc.).

• Required work papers (worksheets, forms, etc.) were imported, placed in the correct folders, and any required case categories added according to current procedure requirements in IRM 7.20.2, Determination Letter Processing of Exempt Organizations, and IRM 7.20.9, Processing Form 1023-EZ.

• A CCR entry was created.

• New Documents folder is emptied by moving documents to the appropriate folder (Disclosable, Non-Disclosable, or Purge). The New Documents folder must be empty before closure.

  Note: See IRM 7.22.4.9.12.2, Moving a Document, for information on moving documents between Document folders.

• Move all documents in a Non-Disclosable case to the Non-Disclosable folder.

(1) MEDS Indicators tell users that an issue needs to be resolved before updating the case to the manager for review. You can view the indicator from the Properties Information Screen. See IRM 7.22.4.9, Navigation Overview.

(2) When you try to update the case to either Status 74PC or 21 and there are active indicators, you’ll receive a message and the case status will not update until you resolve the issues.

(3) If you experience issues closing a case, check the following indicators:

• Potential Duplicate Flag (General Case Info. tab)

• EDS Block Indicator (General Case Info. tab)

• Pending Action (General Case Info. tab)

• Dishonored Check Indicator (Receipt and Handling tab)

• User Fee Indicator (Receipt and Handling tab)

(4) Also check for other reasons that prevent closing in MEDS:

• Documents remain in the New Documents folder.

• Case documents are checked out.

• Payment status not updated to Correct or Verified.

• Missing time worked on case.

• Classification code not entered.

(1) Depending on a case’s current status, the manager can select any of the following status codes using the drop down menu:

• QA Group Unassigned - 31

• Assign to QA Reviewer - 32

• Proposed Denial - 35

• Suspend - 37

• QA Suspend - 38

• Unassigned Inventory (Non-Merit) - 51

• Assigned to Specialist (Non-Merit) - 52

• In Office of Appeals - 54

• Manager Returned to Specialist (Non-Merit) - 53

• Unassigned Inventory (Tax Examiner) - 61

• Assigned to Tax Examiner- 62

• Manager Returned Case to Tax Examiner- 64

• Unassigned Inventory (Pre-Determ) - 71

• Assigned to Specialist (Pre-Determ) - 72

• Manager Returned to Specialist (Pre-Determ) - 73

• For Manager Review - 74

• For Proposed Closure - 74PC

• Managerial Review Returned by QA - 74QA

• Group Transfer - 75

• Unassigned Group Inventory - 75

(2) After it is assigned, unassigned, or reassigned, a confirmation screen appears. The confirmation screen allows the assigner to verify whether the desired action took place. Select OK to indicate that the action completed correctly. Select Cancel to abort the action.

(3) If the case can’t be updated to the desired status, MEDS populates a message as to why the case didn’t update. The manager may resolve the issue or return the case to the specialist to resolve.

(1) When a case is marked for Mandatory Review, the Mandatory Review Indicator is set to "T" on the General Case Info tab in Case Information. The Mandatory Review Type lists the reason for mandatory review.

(2) To turn the Mandatory Review indicator on or off or change the reason for mandatory review, go to the Case File main menu and highlight the Case Information line.

(3) Click File, click Mandatory Review.

(4) Select the Action.

(5) If setting or changing the reason for Mandatory Review, select the Mandatory Review Type.

(6) Update the case to Status 21 - Closed Case.

(7) With Mandatory Review set to "T," MEDS will automatically update the case to Status 31. The case will then appear in the QA Unassigned Group Inventory.