Western Cape Regional Stakeholder Meeting Minutes

Transcription

1 Western Cape Regional Stakeholder Meeting Minutes Date: 4 June 2014 Time: 13:15 Venue: Bellville Branch Office Present: SARS: Willie Viljoen (Chairperson) Cecil Easton Jolynn April Mark Dirkse Deleen Smith Mark Cloete Sira Baron Michelle Wolfe Riaan Lesch Stakeholders: Albert Richter Altaaf Parker Anderson Muza Bjorn Manuel Colin Wolfsohn Craig Hirst Dawn Bouwer Glen Stokell Hugh Knight Kneale Caine

2 Sebastine Griesel Shafiek Dollie Shafiek Tassiem Sharon Smulder Stan Kelly

3 Item No: 1. Welcome & Opening: ITEM RESPONSIBLE TIMEFRAME Willie The chairperson opened the meeting and welcomed everyone present. All attendees introduced themselves. 2. Notice of Meeting: Willie The notice of meeting as circulated was taken as read. 3. Apologies: Ishaan Nagia Trevor Blows 4. Confirmation of Agenda: Willie The agenda as circulated was confirmed with the following additions: EasyFile Tax Practitioner registration 5. Acceptance of minutes from previous stakeholder meeting: The minutes of the previous meeting was approved. 6. Matters arising from previous meeting: 1. It was noted that there has been a noticeable improvement in turn-around time to get an appointment in Cape Town in the recent past. 2. It was noted that the PCC South address responses have improved and that this is a valuable communication channel for Practitioners. 3. There appears to still be a need for SARS to look at improving general communication to Practitioners when changes take place, i.e. updating the website without sending out a note to indicate there is a Willie Immediately

4 change is not sufficient to ensure Practitioners remain informed. This issue will be highlighted with SARS Head Office. 7. Introduction and discussion of latest developments at SARS Willie Willie provided an update on the latest developments at SARS regarding the following: 1. Issue lists submitted It was highlighted that many of the issues forwarded by the different Institutions refer to specific cases. These will be dealt with by the relevant SARS divisions and feedback will be given directly to the relevant Practitioner. Principle issues and/or changes will, however, be dealt with in the feedback during the meeting. 2. New appointment in Cape Town Mark Dirkse has been appointed as Branch Manager in Cape Town. Mark was introduced at the meeting and invited practitioners to make direct contact with him in the case of service failures. 3. Regional boundary changes Regional boundaries of Branch Operations changed recently. Region 4 now consists of the Western Cape, Northern Cape, Port Elizabeth and Uitenhage. Contact details of managers affected by the change will be circulated (including Mark Dirkse s details).

5 4. Interaction with Practitioners SARS is in the process of standardizing interaction with practitioners, including scheduling quarterly meetings with practitioners at national, regional and branch level. This will allow for a proper escalation process and continuity. Each Recognised Controlling Body (RCB) will be invited to nominate their leadership at each level to attend these meetings. With reference to the Western Cape meeting, it was resolved that the current integrated Cape Town and Bellville meeting will also serve as the regional meeting due to the same office bearers being responsible for both meetings. For this reason, there will not be separate Cape Town and Bellville meetings. SARS will, however, continue to attend Interest Group meetings when invited. Mass meetings with members can be arranged on request should there be a need for such interaction. 5. Channels available to Practitioners Willie highlighted the different channels available to practitioners namely: a. E-Filing/EasyFile This remains the channel of choice where appropriate b. Contact Centre It was again highlighted that in respect of general enquiries (including progress enquiries on for example an audit or an objection) the Contact Centre and Branches have the same functionality and both need to escalate the

6 matter for a response. For these types of queries it is more time efficient to call the Contact Centre than to visit a Branch Office. c. Branch Offices Practitioners were complimented for their cooperation to limit visits to branches to those issues where only the Branch can assist. In this way available capacity in Practitioner queues can be deployed to deal with more urgent matters and issues that can only be dealt with at a Branch Office. d. Practitioner mailbox This channel caters for enquiries, including account related matters such as reallocation requests. As indicated earlier, feedback via this channel appears to have improved. For ease of reference the different regional mailbox addresses are reflected hereunder: - Doringkloof: pcc.north@sars.gov.za - Alberton: pcc.central@sars.gov.za - Durban: pcc.east@sars.gov.za - Bellville: pcc.south@sars.gov.za e. Branch Office drop boxes These drop boxes may be used for submitting correspondence as well as supporting documents. Bar coded request letters to please be attached in respect of supporting documents. f. Post Office mail service Practitioners are encouraged to always determine which channel will best serve them in each instance

7 where interaction with SARS is necessary. 6. Single Registration Willie provided a high level overview of single registration, including its purpose and impact on Practitioners. The importance of accurate personal details, across all tax types was highlighted. Any mismatch will result in a need to verify personal details, often making a visit to a Branch office necessary. It was also highlighted that Practitioners can now change banking details on e-filing on behalf of clients, provided that all details match 100% and they are properly linked to the client. It is also possible for Practitioners to register clients for the different tax types on line (including VAT). It was, however, noted that first time registration (usually for Income Tax) will always require the taxpayer (including public officers and trustees) to visit the nearest Branch Office for authentication. Subsequent registrations can be done on-line. With reference to VAT, the electronic risk engine can identify a need for a visit to a Branch Office for an interview. This will be indicated accordingly during the on-line registration process. It was noted that all SARS requirements for the different registrations as well as supporting document requirements are available on the website. These details, including bank detail change requirements in different scenarios, reflect the minimum requirements as per the SARS standard operating procedures. It was noted that Francoise Engelbrecht

8 (Engagement Manager for the Region) will be scheduling training sessions on Single Registration. He can also be contacted for requests in this regard. 7. Tax Clearance Certificates If personal particulars across tax types do not correspond, it will result in the TCC being declined. In accordance with earlier observations, it is therefore important for Practitioners to pro-actively update personal particulars before the risk engine highlights an issue which may result in a delay in dealing with an urgent TCC application. It was also noted that SARS now has the capability to do an electronic check to identify all outstanding issues, including outstanding returns for older years. This on occasion highlights very old returns as outstanding. Of importance to note is that the 5 year period for retention of supporting documents only starts from the date of submission of a return, SARS is aware of the challenges pertaining to such old returns in instances where a taxpayer/practitioner is of the view that the relevant return was submitted, but proof is no longer available. This is a national issue and feedback will be provided as soon as same becomes available. In the meantime, problem cases will have to be managed on a case by case basis having regard to available information.

9 8. Practitioner registration It was noted that there are still many Practitioners who have not yet updated their registration within the new process. In instances where there are technical challenges between SARS and a RCB, such cases are being followed up on an individual basis for resolution. In future, only registered practitioners will be able to make use of practitioner queues at Branches and the Contact Centre. Practitioners not registered, will in future be referred to as Tax Preparers and will, amongst other things, not be able to file returns on behalf of clients. Everyone welcomed the firming up of the regulation of Practitioners. 9. Power of Attorney The website has been updated with the latest formats to be used in different scenarios. These forms serve as a guideline to highlight minimum requirements acceptable by SARS. 8. Discussion of issues raised and not yet covered 1. Interaction with the Contact Centre Cecil Easton Ongoing Cecil Easton advised that he has taken note of the issues highlighted in respect of interaction with the Contact Centre. He responded as follows: a. Bellville & Alberton Contact Centres are now reporting to him. The Alberton Contact Centre

10 deals only with Practitioners. b. He is working on streamlining the Practitioner queue and all issues highlighted will be receiving appropriate attention, including the escalation process to be followed regarding complaints received. c. Cecil invited each Governing Body to liaise with him personally, via an appointed representative, on a monthly basis to discuss issues and to give feedback on the Contact Centre service offering. d. Urgent complaints may also be escalated to him personally for attention e. Cecil s address is as follows: CEaston@sars.gov.za 2. EasyFile Riaan provided an overview of the latest developments on EasyFile. He also advised that regular training sessions are still happening at SARS branches and queries can be escalated to him at the following address: riaanl@ionize.co.za With reference to E-Filing problems relating to opening of documents, he advised as follows as a possible solution: a. Uninstall ADOBE Reader b. Restart computer c. Re-install ADOBE from website Riaan Ongoing 3. Reasons for disallowance of expenses Deleen Ongoing Deleen dealt with the issues regarding verification

11 audits and explained that reasons for disallowance of expenses are indicated on the assessment or via a separate communication. If any practitioner receives an assessment and there is no explanation for the changes, the issue may be referred to her. 4. Contact being made with taxpayers directly by Debt Collectors Willie explained that this usually only happens after a number of earlier attempts to get a response failed (including written demands). Ultimately, the taxpayer is responsible to settle his/her debt and in such instances, the taxpayer will be contacted directly. 9. Date of next meeting 3 Sep Closure Willie thanked everybody for attending and for their constructive participation. Meeting Terminated at: 13:15 Chairperson: Willie Viljoen Date: 04 June 2014