Individual City Taxpayer Data Input and Processing Services Contract Tender Explanatory Document Part 3 (PDF: 6,943KB)

Individual City Taxpayer Data Input and Processing Services Contract Tender Explanatory Document Part 3 (PDF: 6,943KB)
FY2024 Individual City Taxpayer Data Processing Manual December 18, 2024 Sendai City Finance Bureau Tax Department Citizen Tax Planning Division Individual City Taxpayer Data Processing Manual Table of Contents - i - Table of Contents Section 1 Outline of Manual, Terms, and Service Overview 1. Outline of Manual 1-1 2. Terms 1-1 (1) Taxpayer Data 1-1 (2) Special Collection 1-1 (3) Pension Collection 1-1 (4) Ordinary Collection 1-1 (5) Designated Number 1-1 (6) Salary Payment Report (Summary) 1-1 (7) Salary Payment Report (Individual) 1-2 (8) Public Pension Payment Report (Summary) 1-2 (9) Public Pension Payment Report (Individual) 1-2 (10) Designated Summary 1-2 (11) Non-Designated Summary 1-2 (12) Divider Sheet 1-2 (13) Other Salary Reports 1-2 (14) Other Annual Reports 1-2 (15) Custom Format 1-3 3. Service Overview 1-3 4. Common Items for Entry 1-3 5. Checking System 1-3 Section 2 Sorting, Content Inspection, and Supplementation Work 1. Sorting, Content Inspection, and Supplementation Work for Salary Payment Reports 2-4 (1) Boxes for Material Handover Between Contractor and Client 2-4 (2) Receipt of Summary and Salary Reports 2-6 (3) Sorting of Summary and Salary Report Sizes 2-7 (4) Search for Designated Numbers 2-8 (5) Checking of Summary 2-8 (6) Cross-checking, Transcription, and Correction 2-12 (7) Checking and Supplementation of Salary Reports 2-16 (8) Boxing 2-21 (9) Checking of Processed Boxes, etc. 2-21 (10) Processing of Additional and Corrected Items 2-22 (11) Handover of A6 Work 2-23 2. Sorting, Content Inspection, and Supplementation Work for Public Pension Payment Reports 2-23 (1) Boxes for Material Handover from Contractor to Client 2-23 (2) Receipt of Summary and Annual Reports 2-25 (3) Sorting of Summary and Annual Report Sizes 2-25 (4) Search for Designated Numbers 2-25 (5) Various Checks, etc. 2-26 (6) Boxing 2-28 (7) Checking of Processed Boxes, etc. 2-28 3. Sorting, Content Inspection, and Supplementation Work for Out-of-Area Returns 2-29 (1) Boxes to be Used 2-29 (2) Common Items 2-33 (3) Sorting of Materials 2-33 (4) Checking, etc., of Ordinary Collection Salary Reports for Out-of-Area Returns 2-34 (5) Checking, etc., of Annual Reports for Out-of-Area Returns 2-35 Section 3 Scanning Work 1. Inspection Items and Work Content for Salary and Annual Report Scanning Work 3-38 (1) Materials Subject to Scanning 3-38 (2) Preparations 3-38 (3) Starting the Scanner, PC (Terminal), and Scanning Software 3-38 (4) Adjusting Print Position Before Scanning 3-38 (5) Scanning Work 3-39 (6) Response to Abnormalities 3-41 (7) Management of Taxpayer Data 3-41 (8) Regarding the Manuscript Page Count Mode 3-41 2. Inspection Items and Work Content for Scanning Ordinary Collection Salary Reports and Annual Reports for Out-of-Area Returns 3-41 (1) Materials Subject to Scanning 3-41 (2) Preparations 3-41 (3) Starting the Scanner, PC (Terminal), and Scanning Software 3-41 (4) Adjusting Print Position Before Scanning 3-41 (5) Scanning Work 3-42 (6) Response to Abnormalities 3-42 Individual City Taxpayer Data Processing Manual Table of Contents - ii - (7) Management of Taxpayer Data 3-42 (8) Regarding the Manuscript Page Count Mode 3-42 Individual City Taxpayer Data Processing Manual - 1-1 - Section 1 Outline of Manual, Terms, and Service Overview 1. Outline of Manual This manual consists of the following attached documents in addition to this document.  Appendix 1: Examples of Salary Payment Report Summary Entries  Appendix 2: Examples of Salary Payment Report Entries  Appendix 3: Boxing (Salary Payment Reports)  Appendix 4: Examples of Pension Payment Report Summary Entries  Appendix 5: Examples of Pension Payment Report Entries  Appendix 6: Boxing (Pension Payment Reports)  Appendix 7: Examples of Duplicate Management Sheet (Common)  Appendix 8: Content Inspection Work Flow (Salary Payment Reports)  Appendix 9: Content Inspection Work Flow (Pension Payment Reports)  Appendix 10: Content Inspection Work Flow (Out-of-Area Returns)  Appendix 11: Example of Sendai City Individual City Taxpayer Data Input Data Submission Form and Material Number Management Table  Appendix 12: Annual Judgment Criteria  Appendix 13: Items Judged to Have the Same Location/Name (Match) 2. Terms The terms used in this manual are explained below. (1) Taxpayer Data: Refers to documents such as salary payment reports, public pension payment reports, and declarations necessary for determining individual city tax amounts. (2) Special Collection: Refers to the collection method where individual city taxes are deducted from salary and paid by the business operator (salary payer). It is abbreviated as "Tokuchō". Because taxes are deducted from salary, it is necessary to link the individual taxpayer and the salary payer using a designated number. (3) Pension Collection: Refers to the collection method where individual city taxes are deducted from public pensions and paid by the public pension payer. It is abbreviated as "Nentoku". Because taxes are deducted from public pensions, it is necessary to link the individual taxpayer and the public pension payer using a designated number. (4) Ordinary Collection: Refers to the collection method where individuals pay individual city taxes directly at financial institution counters, etc. It is abbreviated as "Fuchō". (5) Designated Number: An eight-digit consecutive number starting from 1, assigned to each salary payer and public pension payer. This number is uniquely assigned by Sendai City and is used as the basis for identifying salary payers and public pension payers during processing. (6) Salary Payment Report (Summary): A document submitted to the client by the salary payer along with the Salary Payment Report (Individual). It contains the name and location of the salary payer, the number of people reported to the client, etc. It is referred to as "Sōkatsuhyō". (7) Salary Payment Report (Individual): A document prepared for each individual to whom salary is paid by the salary payer, and submitted to the client along with the summary report. It is referred to as "Kyūhō". It contains extremely important personal information such as the address, name, date of birth, and salary amount of the person who received the salary payment. Handling requires extreme care. For Salary Payment Reports submitted on or after January 2023, the format has changed from the previous two pages per person (original + copy) to, in principle, one page per person (original only). (8) Public Pension Payment Report (Summary): A document submitted to the client by the public pension payer along with the Public Pension Payment Report (Individual). It contains the name and location of the public pension payer, the number of people reported to the client, etc. It is referred to as "Sōkatsuhyō". (9) Public Pension Payment Report (Individual): A document prepared for each individual to whom public pension payments are made by the public pension payer, and submitted to the client along with the summary report. It is referred to as "Nenhō". It contains extremely important personal information such as the address, name, date of birth, and pension payment amount of the person who received the public pension payment. Handling requires extreme care. For Public Pension Payment Reports submitted on or after January 2023, the format has changed from the previous two pages per person (original + copy) to, in principle, one page per person (original only). (10) Designated Summary: A summary report pre-printed by the client with the business name, designated number, etc., and sent to businesses that submitted Salary Payment Reports in the previous year (including businesses with only ordinary collection). Since it is prepared by the client, confirmation of the designated number on the submitted summary report is not required. Note that for Public Pension Payment Report Summaries, unlike Salary Payment Report Summaries, the client does not prepare them, so they are processed using the Non-Designated Summary. (11) Non-Designated Summary: A summary report not prepared and sent by the client, but created by the business operator themselves (including summary reports prepared by the client but handwritten by the business operator (without pre-printing)). Confirmation of the accuracy of the designated number is required. For Public Pension Payment Report Summaries, this is generally the only format used. (12) Divider Sheet: A sheet inserted within a business's documents when there are employees subject to special collection (deducted from salary) and employees subject to ordinary collection, to distinguish the Salary Payment Reports subject to ordinary collection. Some are prepared by the client and some by the business operator. Note that divider sheets are not used for Public Pension Payment Reports. (13) Other Salary Report: Salary Payment Reports for ordinary collection subjects belonging to a specific business, to which a designated number is not assigned. Although a designated number for a specific business is not assigned, a designated number specific to these ordinary collection salary reports is required for data registration in the client's system, as information on the summary report and designated number is needed. The client will hand over these reports without a summary report, and a dedicated summary report provided by the client will be attached during the scanning process. (14) Other Annual Report: Annual reports for ordinary collection subjects belonging to a specific business, to which a designated number is not assigned. Although a designated number for a specific business is not assigned, a designated number specific to these annual reports is required for data registration in the client's system, as information on the summary report and designated number is needed. The client will hand over these reports without a summary report, and a dedicated summary report provided by the client will be attached during the scanning process. (15) Custom Format: Refers to documents whose layout differs from the formats shown in the appendices of this manual. Since custom formats affect the punching items during the subsequent data input process, it is necessary to scan them separately from documents with standard layouts. For sorting custom formats, it is desirable to classify and scan them by similar formats in consultation with the data input operations side to improve efficiency. 3. Service Overview: The taxpayer data processing services are pre-processing tasks for the data input services related to various taxpayer data. The services are broadly classified into three types: sorting of taxpayer data, supplementation of taxpayer data, and image scanning. Sorting of taxpayer data is performed to enable more efficient subsequent processing, such as supplementation of taxpayer data and image scanning. Supplementation of taxpayer data is performed to ensure that the content written on the taxpayer data can be correctly entered during the data input process. Image scanning is performed to generate images used during the data input process by scanning with scanners provided by the client. 4. Common Items for Entry: When making additions, corrections, etc., to taxpayer data, etc., in this service, use a non-erasable writing instrument. The ink color for writing instruments used for additions, corrections, etc., in this service shall be purple. The client will use blue ink for additions, corrections, etc., to distinguish between the contractor and the client by color. Furthermore, if supplementary documents are attached, and the content written in the supplementary documents is transcribed, added, or circled in the main document, indicate that it was transcribed, added, or circled from the supplementary document. 5. Checking System: The contractor shall strive to prevent work errors by performing double checks in each task. Single checks to simplify work processes are generally not permitted due to the high risk of serious accidents resulting from errors. Individual City Taxpayer Data Processing Manual - 2-4 - Section 2 Sorting, Content Inspection, and Supplementation Work: This section explains the inspection items and work content related to the content of Salary Payment Reports (Summary/Individual; hereinafter referred to as "Summary" and "Salary Report") and Public Pension Payment Reports (Summary/Individual; hereinafter referred to as "Summary" and "Annual Report"). Failure to comply with the work content may lead to serious accidents, so work must be performed with caution. 1. Sorting, Content Inspection, and Supplementation Work for Salary Payment Reports: (1) Boxes for Material Handover Between Contractor and Client: In the process from "(2) Receipt of Summary and Salary Reports" to "(11) Handover of A6 Work", when handing over Summaries and Salary Reports from the contractor to the client, place the Summaries and Salary Reports into the respective boxes shown in the table below before handing them over to the client. The frequency of handover from the contractor to the client shall, in principle, be at 9:00 AM, 1:00 PM, and 4:00 PM. However, in cases of urgency or other unavoidable circumstances, handover to the client may be made outside of these times. If there is a doubt during the contractor's processing that requires clarification from the client, and there is no dedicated box for handover to the client for each check, place the materials in the "To Be Confirmed" box and hand them over to the client. However, clearly indicate the processing stage and the nature of the doubt on a sticky note (or a form created by the contractor) and attach it to the front of the bundle of relevant materials so that the client can understand which processing stage it is from and what the doubt is. For Summaries and Salary Reports handed over from the contractor to the client, once the client's confirmation is complete, the client will place them in the "Sendai City Confirmed Box" and return them to the contractor. Upon receiving these Summaries and Salary Reports returned by the client, the contractor shall resume work from the process of "(5) Checking of Summary". However, the "Sendai City Confirmed All Ordinary Collection Box (Disaster Victim O)" in "(5) Checking of Summary" is managed separately from the "Sendai City Confirmed Box" as it involves individual supplementation by the contractor after client confirmation. The contractor shall record and confirm the number of Salary Payment Reports handed over and returned by the client. Since the number of Salary Payment Reports (Individual) returned may differ depending on the client's work, confirmation shall be made based on the number of bundles per business operator. These boxes must be managed separately from the regular Summaries and Salary Reports, in addition to the "(10) Processing of Additional and Corrected Items" (additional and corrected items) and "3. Sorting, Content Inspection, and Supplementation Work for Out-of-Area Returns" (out-of-area returns). This is to prevent the mixing of Summaries and Salary Reports of different natures. Box Name | Target Process / Handover to Client | Type | Notes | OK Box | "(2) Receipt of Summary and Salary Reports" | Provided by Client to Contractor | Regular | Additional | Corrected | Search Box | "(2) Receipt of Summary and Salary Reports" | Provided by Client to Contractor |